Where We Are Headed Project 1: Business Correspondence Project

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Presentation transcript:

Where We Are Headed Project 1: Business Correspondence Project Planning for Communication Situations Appealing to Audiences (Goodwill, “You-Attitude”) Conventions of Business & Professional Genres Tenants of Good Professional Writing: Clarity & Conciseness

Today’s Objectives Planning for communication situations Why it’s important Overview of 3213 PAGOS Plan Method (purpose, audience, genre, organization, and style) Detail: Purpose, Audience May get to Genre, Organization, and Style

You live in a nearby campus apartment with two roommates, Jen and Eddie. The landline phone rings at about 8pm. It’s Sylvia, Eddie’s mother – she wants to talk to Eddie, but Eddie isn’t home. You take a message. Sylvia wants Eddie to call her back as soon as possible. It’s important. You agree to communicate that message to Eddie. Additional Details: You don’t know Eddie’s class schedule and aren’t sure where he is. You’re planning to go to bed at 10pm to get up early for class.

PURPOSE Purpose = The reason for writing, the thing you want to happen. To plan, ask yourself… What do I want to happen as a result of this communication situation? What else do I need to do to accomplish my purpose? What information do I need to include to accomplish my purpose?

Who has the power to help you (or deny you) in achieving your purpose?

Aristotle’s Communication Model text Audience Speaker

How much is this worth to you?

What’s it worth?

What’s it worth to you?

Semiotic Communication Model (Saussure) “Symbol System” SIGN = Signified + Signifier (concept) (sound-image) Language is a system of symbols How do we know if a symbol means the same thing to the speaker and audience?

We don’t… but we can try. Knowledge – frame of reference, background, experiences Demographics – age, economic status, gender, race, religion, etc. Personality (skeptical? believing?) Values, beliefs (saving money? having a good time?) Past Behavior (likely to buy it again?) Communication climate – setting, context, etc. (“I can’t hear you. Literally.” OR attitude, reception, etc.)

Planning - Types of Audiences Primary Audience ( most important) Decides whether to accept your recommendation Acts on the basis of your message Secondary Audiences (less important) Advise the primary audience whether to accept your recommendation Implement your recommendation Are affected by your recommendation May examine your message years after it was written for research or legal purposes

Types of Secondary Audiences Initial Audience First audience to see message May assign message Gatekeeper Has the power to stop the message rather than sending it on to other audiences Watchdog Audiences Have political, social, or economic power and may base future actions on their evaluations of your message

PAGOS Plan (Planning for Audience) Who is primary audience? Additional Audiences? What is their background? (demographic, experiential) What do they know/need to know? What are the benefits to them? Objections? (how are they likely to respond) What is the context in which they might read the document?

Genre Organization Style What genres might be appropriate? What are the conventions of the genre(s)? Organization How to organize? Broad  narrow, narrow  broad, frontloading, parts of a whole, chronological Buffer bad news? Straight to the point? Style Writing style – cordial, sympathetic, informative, concise Lists? Headings? Paragraphs? Non-textual concerns – visual aids, non-textual elements, graphical elements, visual interest