1. © Prentice Hall, 2005 Business Communication Today 8eChapter 4 - 1 Planning Business Messages

2. © Prentice Hall, 2005 Business Communication Today 8eChapter 4 - 2 Three-Step Writing Process Planning Writing Completing

3. © Prentice Hall, 2005 Business Communication Today 8eChapter 4 - 3 Optimizing Writing Time Planning 50% Writing 25% Completing 25%

4. © Prentice Hall, 2005 Business Communication Today 8eChapter 4 - 4 Analyze the Situation Define your purpose Profile your audience

5. © Prentice Hall, 2005 Business Communication Today 8eChapter 4 - 5 Define Your Purpose General –Inform –Persuade –Collaborate Specific –Realism –Timing –Delivery –Acceptability

6. © Prentice Hall, 2005 Business Communication Today 8eChapter 4 - 6 Test Your Purpose 1.What will your message change? 2.Is your purpose realistic? 3.Is the timing right? 4.Is the right person delivering it? 5.Is your purpose acceptable?

7. © Prentice Hall, 2005 Business Communication Today 8eChapter 4 - 7 Profile Your Audience Identify primary audience Determine size Determine composition Gauge level of knowledge Project expectations and preferences Estimate probable reaction

8. © Prentice Hall, 2005 Business Communication Today 8eChapter 4 - 8 Gather Information Informal methods –Viewpoints of others –Reports and company documents –Supervisors, colleagues, customers –Audience input

9. © Prentice Hall, 2005 Business Communication Today 8eChapter 4 - 9 Provide Information Be sure information is accurate Be sure information is ethical Be sure information is pertinent

10. © Prentice Hall, 2005 Business Communication Today 8eChapter 4 - 10 Selecting the Right Medium Oral Written Electronic

11. © Prentice Hall, 2005 Business Communication Today 8eChapter 4 - 11 Analysis of Oral Media Advantages –Immediate feedback –Ease of interaction –Rich nonverbal cues –Emotional content Disadvantages –Restricted participation –Nonpermanent –Reduced control –No editing or revision

12. © Prentice Hall, 2005 Business Communication Today 8eChapter 4 - 12 Analysis of Written Media Advantages –Planning and control –Permanent record –Wide audience –Minimize distortion Disadvantages –Delayed feedback –Lacks nonverbal cues –Creation and distribution –Preparation and production

13. © Prentice Hall, 2005 Business Communication Today 8eChapter 4 - 13 Electronic Media Voice mail Teleconferencing Videotape Computer conferencing Faxing E-mail Instant messaging Websites

14. © Prentice Hall, 2005 Business Communication Today 8eChapter 4 - 14 Advantages of Electronic Media Delivery speed Audience reach Multimedia Accessibility

15. © Prentice Hall, 2005 Business Communication Today 8eChapter 4 - 15 Disadvantages of Electronic Media Tension or conflict Overuse Privacy issues Productivity

16. © Prentice Hall, 2005 Business Communication Today 8eChapter 4 - 16 Continuum of Media Richness Media richness –Leaner Fliers, bulletins, and reports –Richer Conversations, meetings, presentations

17. © Prentice Hall, 2005 Business Communication Today 8eChapter 4 - 17 Choosing the Right Media Message formality Media limitations Sender intentions Urgency and cost Audience preferences

18. © Prentice Hall, 2005 Business Communication Today 8eChapter 4 - 18 Organizing Messages Get to the point Omit irrelevant details Use logical groupings Indicate relevant ideas

19. © Prentice Hall, 2005 Business Communication Today 8eChapter 4 - 19 Why Is Organization So Important? Improves productivity Boosts understanding Increases acceptance Saves audience time

20. © Prentice Hall, 2005 Business Communication Today 8eChapter 4 - 20 Define the Main Idea 1.General purpose 2.Specific purpose 3.Basic topic 4.Main idea

21. © Prentice Hall, 2005 Business Communication Today 8eChapter 4 - 21 Generating Ideas Brainstorming Mapping Storyteller’s tour Journalistic approach Question-answer chain

22. © Prentice Hall, 2005 Business Communication Today 8eChapter 4 - 22 Limiting the Scope Time and space Number of main ideas Audience attitude Depth of research

23. © Prentice Hall, 2005 Business Communication Today 8eChapter 4 - 23 Sequencing the Message Direct approach –Deductive Indirect approach –Inductive

24. © Prentice Hall, 2005 Business Communication Today 8eChapter 4 - 24 Message Type Audience Reaction Type of Approach Routine, Good-News or Good Will Pleased Or Neutral Direct Persuasive Uninterested or Unwilling Indirect Bad News DispleasedIndirect Classifying Messages

25. © Prentice Hall, 2005 Business Communication Today 8eChapter 4 - 25 Constructing Outlines I.First Major Part A.First subpoint B.Second subpoint 1.Evidence 2.Evidence C.Third subpoint II.Second Major Point A.First subpoint B.Second subpoint 1.0First Major Part 1.1First subpoint 1.2Second subpoint 1.2.1Evidence 1.2.2Evidence 1.2.3Third subpoint 2.0Second Major Point 2.1First subpoint 2.2Second subpoint AlphanumericDecimal

26. © Prentice Hall, 2005 Business Communication Today 8eChapter 4 - 26 Charting Organizations The Main Idea I. Major PointII. Major PointIII. Major Point A. Evidence B. Evidence C. Evidence A. Evidence B. Evidence C. Evidence A. Evidence B. Evidence C. Evidence

27. © Prentice Hall, 2005 Business Communication Today 8eChapter 4 - 27 Organizing Messages State the main idea State major points Provide evidence