Chapter 3 Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter Planning Business Messages

Learning Objectives 1.Using the Three-Step Writing Process 2.Analyzing the situation 3.Gathering information 4.Selecting the right medium 5.Organizing your message Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter 3 - 2

Understanding the Three- Step Writing Process Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter 3 - 3

Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter Situation Information Medium Organization Revise Produce Proofread Distribute Adapt to the Audience Adapt to the Audience Compose the Message Compose the Message PlanningCompletingWriting Three-Step Process

Analyzing the Situation Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter 3 - 5

Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter Define the Purpose GeneralGeneral SpecificSpecific

Analyze the Purpose Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter Will your message change anything? Is your purpose realistic? Is the timing right for your message? Will your purpose be acceptable?

Profile the Audience Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter Primary MembersPrimary Members Size and LocationSize and Location CompositionComposition UnderstandingUnderstanding ExpectationsExpectations ReactionsReactions

Gathering Information Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter 3 - 9

Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter Audience PerspectiveAudience Perspective Community InputCommunity Input Company DocumentsCompany Documents Audience InputAudience Input Colleagues & CustomersColleagues & Customers Locate Information

Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter Provide Information

Selecting the Right Medium Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter

Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter Oral Media ConversationsConversations InterviewsInterviews SpeechesSpeeches PresentationsPresentations MeetingsMeetings

Written Media Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter MemosMemos ProposalsProposalsReportsReports LettersLetters

Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter Visual Media Communicate FastCommunicate Fast Clarify ComplexityClarify Complexity Overcome BarriersOvercome Barriers Expedite MemoryExpedite Memory

Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter Electronic Media

Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter Choose the Medium Choose the Medium RichnessRichness LimitationsLimitations CostCost FormalityFormality UrgencyUrgency PreferencesPreferences

Organizing Your Message Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter

Good Organization Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter Helps Readers Helps Writers UnderstandingUnderstanding AcceptanceAcceptance TimeTime TimeTime EnergyEnergy ReputationReputation

Define the Main Idea Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter Overall SubjectOverall Subject Topic Topic StatementTopic Statement Main Idea

Generate Creative Ideas Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter BrainstormingBrainstorming Journalistic ApproachJournalistic Approach Questions & AnswersQuestions & Answers Storyteller’s TourStoryteller’s Tour Mind MappingMind Mapping

Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter Limit Message Scope InformationInformation LengthLength DetailDetail Main Idea

Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter Choose the Approach Direct Indirect Audience Reaction Message Length Message Type

Outline the Content Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter Major Points Supporting Details Supporting Details

Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter Message Structure Main Idea Main Idea Major Points Major Points Examples Examples Evidence Evidence

Storytelling Techniques Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter Inspiration Teaching Warning Persuasion The Beginning The Middle The Ending

Copyright © 2012 Pearson Education, Inc. publishing as Prentice HallChapter Planning Business Messages