1. © Prentice Hall, 2007Business Communication Essentials, 3eChapter 3 - 1 Planning Business Messages

2. © Prentice Hall, 2007Business Communication Essentials, 3eChapter 3 - 2 Business Messages PurposefulPurposeful Audience-CenteredAudience-Centered EfficientEfficient

3. © Prentice Hall, 2007Business Communication Essentials, 3eChapter 3 - 3 PlanningWritingCompleting Analyze Situation Gather Information Select Medium Get Organized Revise Produce Proofread Distribute Analyze the Audience Analyze the Audience Compose the Message Compose the Message Three-Step Writing Process

4. © Prentice Hall, 2007Business Communication Essentials, 3eChapter 3 - 4 Define Your Purpose General Purpose Specific Purpose To Inform To Persuade To Collaborate Your Goals Audience Thoughts Audience Actions

5. © Prentice Hall, 2007Business Communication Essentials, 3eChapter 3 - 5 Profile Your Audience Primary Members Size and location Composition

6. © Prentice Hall, 2007Business Communication Essentials, 3eChapter 3 - 6 Profile Your Audience Knowledge Level Expectations Probable Reaction

7. © Prentice Hall, 2007Business Communication Essentials, 3eChapter 3 - 7 Provide Information Accurate Ethical Pertinent

8. © Prentice Hall, 2007Business Communication Essentials, 3eChapter 3 - 8 Select the Right Medium Oral MediaWritten Media

9. © Prentice Hall, 2007Business Communication Essentials, 3eChapter 3 - 9 Analysis of Oral Media AdvantagesDisadvantages Limited participation May not be permanent Reduced control No editing or revision Immediate feedback Ease of interaction Rich non-verbal cues Emotional content

10. © Prentice Hall, 2007Business Communication Essentials, 3eChapter 3 - 10 Analysis of Written Media AdvantagesDisadvantages Delayed feedback Few nonverbal cues Distribution issues Preparation time Planning and control Permanent record Wide audience Minimal distortion

11. © Prentice Hall, 2007Business Communication Essentials, 3eChapter 3 - 11 Electronic Media AdvantagesDisadvantages Delivery speed Audience reach Personalization Multimedia formats Accessibility/openness Tension/conflict Easy to overuse Security threats Privacy concerns Productivity issues

12. © Prentice Hall, 2007Business Communication Essentials, 3eChapter 3 - 12SupportPointsLengthLimitationsAudienceAttitudeResearchDepth Limiting The Scope Limiting The Scope

13. © Prentice Hall, 2007Business Communication Essentials, 3eChapter 3 - 13 Sequencing Messages Direct Approach (Deductive) Direct Approach (Deductive) Indirect Approach (Inductive) Indirect Approach (Inductive) Audience Reaction Message Length Message Type

14. © Prentice Hall, 2007Business Communication Essentials, 3eChapter 3 - 14 Choosing the Approach Audience Reaction Message Opening Message Body Message Closing Eager/Interested/ Pleased/Neutral DispleasedUninterested/Unwilling Main idea, good news, or request Necessary details Cordial comment or statement about specific action Neutral buffer statement Reasons/justification, bad news, positive suggestion Cordial close Attention-getting statement/question Arousing interest, building desire Request for action

15. © Prentice Hall, 2007Business Communication Essentials, 3eChapter 3 - 15 Reviewing Key Points Applying the three-step process Analyzing the situation Gathering information Selecting the right medium Organizing the information