© Prentice Hall, 2008 Business Communication Today, 9eChapter 4 - 1 Planning Business Messages.

© Prentice Hall, 2008 Business Communication Today, 9e Chapter 4 - 1

Planning Planning Business MessagesBusiness Messages

Readers’ NeedsReaders’ Needs

What will happen by failing to understand and accommodating the readers’ needs?

The result is: confusing, frustrating messages that that don’t help the reader or the writer.

© Prentice Hall, 2008 Business Communication Today, 9eMaher ARAFAT

Chapter 4 - 2


Three-Step Writing Three-Step Writing ProcessProcess

• Planning / Investigation

• Writing / Drafting

• Completing / Revising


Optimizing Writing TimeOptimizing Writing Time

• Planning 50%

• Writing 25%

• Completing 25%

Depending on:1.subject,

2.audience, the

3.Writer’s knowledge about the subject


1. Analyze the Situation1. Analyze the Situation

1.1 Define your purpose

1.2 Profile your audience


1.1. Define Your Purpose1.1. Define Your Purpose

• General

– Inform

– Persuade

– Collaborate

• Specific

– Outcomes

– Timing and realism

– Acceptability


1.2. Profile Your 1.2. Profile Your AudienceAudience

• Identify primary audience

• Determine size and location

• Determine composition

• Gauge level of understanding

• Project expectations and preferences

• Forecast probable reaction


2. Gather Information2. Gather Information

• Informal methods

– Viewpoints of others

– Reports and company documents

– Supervisors, colleagues, customers

– Audience input


2.1. Determine Audience 2.1. Determine Audience NeedsNeeds

• Provide accurate information

• Provide ethical information

• Provide pertinent information


3. Selecting the Medium3. Selecting the Medium

1. Oral media

2. Written media

3. Visual media

4. Electronic media


3.1. Oral Communication3.1. Oral Communication

• Face-to-face conversations

• Interviews

• Speeches

• Presentations

• Meetings


Analysis of Oral MediaAnalysis of Oral Media

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

• Disadvantages– Minimal participation– Nonpermanent– Reduced control– No editing or

revision


3.2. Written 3.2. Written CommunicationCommunication

• Memos

• Letters

• Reports

• Proposals


Analysis of Written Analysis of Written MediaMedia

• Advantages– Message control– Audience reach– Permanent record– Minimize distortion

• Disadvantages– Delayed feedback– Lacks nonverbal

cues– Creation and

distribution– Preparation and

production


3.3. Visual 3.3. Visual CommunicationCommunication

• Charts

• Graphs

• Diagrams


Analysis of Visual MediaAnalysis of Visual Media

• Advantages– Expedite

communication– Less intimidating– Assist audience

• Disadvantages– Learning curve– Preparation time– Transmittal and

storage


3.4. Electronic 3.4. Electronic CommunicationCommunication

• Oral communication– Telephone calls, teleconferencing,

voicemail, audio CDs, podcasts

• Written communication– Email, instant messaging, websites, wikis

• Visual communication– Electronic presentations, computer

animation, video


Analysis of Electronic Analysis of Electronic

MediaMedia• Advantages

– Delivery speed

– Audience reach

– Multimedia

– Accessibility

• Disadvantages

– Overuse

– Privacy issues

– Security risks

– Productivity


Choosing the Right Choosing the Right MediaMedia

• Media richness

• Message formality

• Media limitations

• Sender intentions

• Urgency and cost

• Audience preferences


4. Organizing 4. Organizing InformationInformation

• Get to the point

• Omit irrelevant details

• Organize your ideas

• Indicate necessary information


4.1. Importance of 4.1. Importance of OrganizationOrganization

• Improves productivity

• Boosts understanding

• Increases acceptance

• Saves audience time


5. Define the Main Idea5. Define the Main Idea

• General purpose (to inform, persuade, collaborate)

• Specific purpose

• Basic topic

• Main idea


5.1. Generating Ideas5.1. Generating Ideas

• Brainstorming

• Mapping

• Storyteller’s tour

• Journalistic approach (wh friends)

• Question-answer chain


5.3. Limiting the Scope5.3. Limiting the Scope

• Time and space

• Number of main ideas

• Audience attitude

• Depth of research


6. Sequencing the 6. Sequencing the MessageMessage

• Direct approach (Deductive)When you have a receptive audience start with

conclusion, main ideas then evidence.

• Indirect approach (Inductive) When you have a resistant or skeptical audience start

with evidence then conclusion, main ideas.


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


7. Outlining Content7. Outlining Content

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


Organization Chart OutlinesOrganization 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


Organizing MessagesOrganizing Messages

• State the main idea

• State major points

• Provide evidence

© Prentice Hall, 2008 Business Communication Today, 9eChapter 4 - 1 Planning Business Messages.

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Transcript of © Prentice Hall, 2008 Business Communication Today, 9eChapter 4 - 1 Planning Business Messages.