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

© Prentice Hall, 2005 Business Communication Today 8e Chapter 4 - 1

Planning Planning Business MessagesBusiness Messages


Three-Step Writing Three-Step Writing ProcessProcess

• Planning

• Writing

• Completing


Optimizing Writing TimeOptimizing Writing Time

• Planning 50%

• Writing 25%

• Completing 25%


Analyze the SituationAnalyze the Situation

• Define your purpose

• Profile your audience


Define Your PurposeDefine Your Purpose

• General

– Inform

– Persuade

– Collaborate

• Specific

– Realism

– Timing

– Delivery

– Acceptability


Test Your PurposeTest 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?


Profile Your AudienceProfile Your Audience

• Identify primary audience

• Determine size

• Determine composition

• Gauge level of knowledge

• Project expectations and preferences

• Estimate probable reaction


Gather InformationGather Information

• Informal methods

– Viewpoints of others

– Reports and company documents

– Supervisors, colleagues, customers

– Audience input


Provide InformationProvide Information

• Be sure information is accurate

• Be sure information is ethical

• Be sure information is pertinent


Selecting the Right Selecting the Right MediumMedium

• Oral

• Written

• Electronic


Analysis of Oral MediaAnalysis of Oral Media

• Advantages– Immediate feedback– Ease of interaction– Rich nonverbal cues– Emotional content

• Disadvantages– Restricted participation– Nonpermanent– Reduced control– No editing or revision


Analysis of Written Analysis of Written MediaMedia

• Advantages– Planning and control– Permanent record– Wide audience– Minimize distortion

• Disadvantages– Delayed feedback– Lacks nonverbal cues– Creation and distribution– Preparation and production


Electronic MediaElectronic Media

• Voice mail

• Teleconferencing

• Videotape

• Computer

conferencing

• Faxing

• E-mail

• Instant messaging

• Websites


Advantages Advantages

of Electronic Mediaof Electronic Media• Delivery speed

• Audience reach

• Multimedia

• Accessibility


Disadvantages Disadvantages

of Electronic Mediaof Electronic Media• Tension or conflict

• Overuse

• Privacy issues

• Productivity


Continuum Continuum of Media Richnessof Media Richness

• Media richness

– Leaner

• Fliers, bulletins, and reports

– Richer

• Conversations, meetings, presentations


Choosing the Right Choosing the Right MediaMedia

• Message formality

• Media limitations

• Sender intentions

• Urgency and cost

• Audience preferences


Organizing MessagesOrganizing Messages

• Get to the point

• Omit irrelevant details

• Use logical groupings

• Indicate relevant ideas


Why Is Organization Why Is Organization So Important?So Important?

• Improves productivity

• Boosts understanding

• Increases acceptance

• Saves audience time


Define the Main IdeaDefine the Main Idea

1. General purpose

2. Specific purpose

3. Basic topic

4. Main idea


Generating IdeasGenerating Ideas

• Brainstorming

• Mapping

• Storyteller’s tour

• Journalistic approach

• Question-answer chain


Limiting the ScopeLimiting the Scope

• Time and space

• Number of main ideas

• Audience attitude

• Depth of research


Sequencing the MessageSequencing the Message

• Direct approach

– Deductive

• Indirect approach

– Inductive


Message Type

AudienceReaction

Type ofApproach

Routine, Good-News

or Good Will

Pleased Or Neutral

Direct

PersuasiveUninterestedor Unwilling

Indirect

Bad News Displeased Indirect

Classifying MessagesClassifying Messages


Constructing OutlinesConstructing 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

1.0 First Major Part

1.1 First subpoint

1.2 Second subpoint

1.2.1Evidence

1.2.2Evidence

1.2.3 Third subpoint

2.0 Second Major Point

2.1 First subpoint

2.2 Second subpoint

AlphanumericAlphanumeric DecimalDecimal


Charting OrganizationsCharting Organizations

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


Organizing MessagesOrganizing Messages

• State the main idea

• State major points

• Provide evidence

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

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production slide

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pertinent slide

planning business messages

customers audience input

multimedia accessibility