1. Planning Business Messages
Chapter 4
Planning Business Messages
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2. Learning Objectives Using the three-step writing process
Analyzing the situation
Gathering information
Selecting the right medium
Organizing your information
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3. Understanding the Three-Step Writing Process
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4. Three-Step Process Compose the message
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5. Optimize Writing Time
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6. Planning Effectively
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7. Summary of Discussion
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8. Analyzing the Situation
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9. Define the Purpose General Specific Copyright © 2012 Pearson Education
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10. Analyze the Purpose Will your message change anything?
Is the timing right for your message?
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11. Profile the Audience Primary members Size and location Composition
Understanding
Expectations
Reactions
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12. Summary of Discussion
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13. Gathering Information
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14. Informal Techniques Audience perspective Community input Company
documents
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15. Uncover Audience Needs
What information is needed?
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16. Finding Your Focus Discovery techniques
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17. Provide Information
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18. Summary of Discussion
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19. Selecting the Right Medium
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20. Oral Media Conversations Interviews Speeches Presentations Meetings
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21. Written Media Memos Proposals Reports Letters
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22. Visual Media Communicate fast Clarify complexity Overcome barriers
Expedite memory
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23. Electronic Media
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24. Choose the Medium Richness Limitations Cost Formality Urgency
Preferences
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25. Summary of Discussion
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26. Organizing Information
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27. Good Organization Helps readers Helps writers Understanding Acceptance
Time
Energy
Reputation
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28. Define the Main Idea Topic Main idea Overall subject Topic statement
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29. Generating Ideas Brainstorming Journalistic approach
Questions and answers
Storyteller’s tour
Mind mapping
that comes to mind.
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30. Limit Message Scope
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31. Choose the Approach Audience reaction Message length Message type
Indirect
Direct
Audience reaction
Message type
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32. Outline the Content Main idea Major points Evidence
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33. Message Structure Main idea Major points Examples Evidence
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34. The beginning The middle The ending
Inspiration
Teaching
Warning
Persuasion
The beginning
The middle
The ending
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35. Summary of Discussion
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36. Planning Business Messages
Chapter 4
Planning Business Messages
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37. All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written permission of the publisher. Printed in the United States of America.
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