1. Planning Business Messages
Chapter 3
Planning Business Messages
3-1

2. After studying this chapter, you will be able to:
Learning Objectives
After studying this chapter, you will be able to:
Describe the three-step writing process and explain why it will help you create better messages in less time
Explain what it means to analyze the situation when planning a message
Describe the techniques for gathering information for simple messages and identify three attributes of quality information
Compare the major classes of media and list the factors to consider when choosing the most appropriate medium for a message
Explain why good organization is important to both you and your audience and explain how to organize any business message
3-2

3. Understanding the Three-Step Writing Process
Plan your message
Write your message
Complete your message

4. Analyzing the Situation
3-4

5. Optimizing Your Writing Time

6. Defining Your Purpose

7. Gathering Information
Consider
Listen
Read
Talk
Ask

8. Providing Required Information

9. Selecting the Right Medium

10. Traditional face-to-face meeting
Oral Medium
Traditional face-to-face meeting
Digital, online, video . . .

11. Written Medium

12. Visual Medium

13. Electronic Medium

14. Challenges of Communication
on Mobile Devices
Screen Size and Resolution
Consuming Digital Media
Input Technologies
Bandwidth and Connectivity
Data and Operating Costs

15. Factors to Consider When Choosing Media
Media richness
Message formality
Media limitations
Urgency
Cost
Audience preferences
Security and privacy

16. Limiting Your Scope

17. Choosing Between Direct and Indirect Approaches
Direct approach – Start with the main idea (such as a recommendation, conclusion or request) and follow that with your supporting evidence.
Indirect approach – Start with the evidence first and build your case before presenting the main idea. For example, use this approach when writing a negative message.

18. Outlining Your Content
First Main Subject
Sub-topic
Sub-sub topic
Second Main Subject
I. Sub-topic
II. Sub-topic

19. Learning Objectives: Check Your Progress
Describe the three-step writing process and explain why it will help you create better messages in less time.
Explain what it means to analyze the situation when planning a message.
3. Describe the techniques for gathering information for simple messages and identify three attributes of quality information.
4. Compare the major classes of media and list the factors to consider when choosing the most appropriate medium for a message.
5. Explain why good organization is important to both you and your audience and explain how to organize any business message.