1. Copyright © 2010 Pearson Education InternationalChapter 4 - 1 Planning Business Messages

2. Copyright © 2010 Pearson Education InternationalChapter 4 - 2 Learning Objectives Describe the three-step writing process Explain why it’s important to analyze the situation and define your purpose carefully before writing a message Discuss information-gathering options for simple messages and identify three traits of quality information

3. Copyright © 2010 Pearson Education InternationalChapter 4 - 3 Learning Objectives List the factors to consider when choosing the best medium for your message Explain why good organization is important to both you and your audience Compare and contrast the direct and indirect approaches to organizing a message

4. Copyright © 2010 Pearson Education InternationalChapter 4 - 4 The Three-Step Process WritingCompletingPlanning Analyze Situation Gather Information Select Medium Get Organized Revise Produce Message Proofread Message Distribute Message Adapt to the Audience Compose the Message

5. Copyright © 2010 Pearson Education InternationalChapter 4 - 5 Optimizing Your Time 50% planning 25% writing 25% completing

6. Copyright © 2010 Pearson Education InternationalChapter 4 - 6 Planning Effectively Find and assemble facts Deliver compelling information Reduce indecision as you write Reduce reworking during completion Minimize embarrassing blunders Prepare for analyzing the situation

7. Copyright © 2010 Pearson Education InternationalChapter 4 - 7 Analyzing the Situation Who is the audience? What is the purpose?

8. Copyright © 2010 Pearson Education InternationalChapter 4 - 8 Define Your Purpose General –Inform, persuade, collaborate Specific –Your goals, audience actions and thoughts

9. Copyright © 2010 Pearson Education InternationalChapter 4 - 9 Analyze Your Purpose Will anything change? Is your purpose realistic? Is the timing right? Is the purpose acceptable?

10. Copyright © 2010 Pearson Education InternationalChapter 4 - 10 Profile Your Audience Identify primary audience Determine size and location Determine composition Gauge level of understanding Review expectations and preferences Forecast probable reaction

11. Copyright © 2010 Pearson Education InternationalChapter 4 - 11 Gathering Information Uncover needs Find your focus Provide information

12. Copyright © 2010 Pearson Education InternationalChapter 4 - 12 Select the Medium Oral Written Visual Electronic

13. Copyright © 2010 Pearson Education InternationalChapter 4 - 13 Oral Communication Conversations Interviews Speeches Presentations Meetings

14. Copyright © 2010 Pearson Education InternationalChapter 4 - 14 Written Communication Memos Letters Reports Proposals

15. Copyright © 2010 Pearson Education InternationalChapter 4 - 15 Visual Communication Communicate fast Clarify complexity Overcome barriers Expedite memory

16. Copyright © 2010 Pearson Education InternationalChapter 4 - 16 Electronic Communication Oral media Written media Visual media

17. Copyright © 2010 Pearson Education InternationalChapter 4 - 17 Choosing the Medium Media richness Message formality Media limitations Message urgency Cost factors Audience preferences

18. Copyright © 2010 Pearson Education InternationalChapter 4 - 18 Organizing Information Get to the point Omit irrelevant ideas Use logical groupings Include important data

19. Copyright © 2010 Pearson Education InternationalChapter 4 - 19 Organizing the Message Helps your audience understand Helps your audience accept Saves time for your audience Makes you more productive

20. Copyright © 2010 Pearson Education InternationalChapter 4 - 20 Defining the Main Idea The topic –The broad subject of the message The main idea –A specific statement about the topic

21. Copyright © 2010 Pearson Education InternationalChapter 4 - 21 Generating Ideas Brainstorming Mind mapping Storyteller’s tour Journalistic approach Question-and-answer chain

22. Copyright © 2010 Pearson Education InternationalChapter 4 - 22 Limiting Message Scope Length Limitations Support Points Subject matter Depth of research

23. Copyright © 2010 Pearson Education InternationalChapter 4 - 23 Choosing the Approach Direct or Indirect –Audience reaction –Message length –Message type

24. Copyright © 2010 Pearson Education InternationalChapter 4 - 24 Outlining the Content I. First Major Point A. First subpoint B. Second subpoint 1. Evidence 2. Evidence C. Third subpoint II. Second Major Point A. First subpoint B. Second subpoint 1.0 First Major Point 1.1 First subpoint 1.2 Second subpoint 1.2.1 Evidence 1.2.2 Evidence 1.3 Third subpoint 2.0 Second Major Point 2.1 First subpoint 2.2 Second subpoint AlphanumericDecimal

25. Copyright © 2010 Pearson Education InternationalChapter 4 - 25 Organization Chart Outlines The Main Idea I. Major Point II. Major Point III. Major Point A. Evidence B. Evidence C. Evidence A. Evidence B. Evidence C. Evidence A. Evidence B. Evidence C. Evidence

26. Copyright © 2010 Pearson Education InternationalChapter 4 - 26 Basic Message Structure Start with the main idea State the major points Illustrate with evidence