Copyright © 2010 Pearson Education InternationalChapter 2 - 1 Mastering Interpersonal Communication.
Copyright © 2010 Pearson Education InternationalChapter 4 - 1 Planning Business Messages.
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Transcript of Copyright © 2010 Pearson Education InternationalChapter 4 - 1 Planning Business Messages.
Copyright © 2010 Pearson Education International Chapter 4 - 1
Planning Planning Business MessagesBusiness Messages
Copyright © 2010 Pearson Education International Chapter 4 - 2
Learning ObjectivesLearning 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
Copyright © 2010 Pearson Education International Chapter 4 - 3
Learning ObjectivesLearning 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
Copyright © 2010 Pearson Education International Chapter 4 - 4
The Three-Step ProcessThe Three-Step Process
Writing CompletingPlanning
Analyze Situation
Gather Information
Select Medium
Get Organized
Revise
Produce Message
Proofread Message
Distribute Message
Adapt to the Audience
Composethe Message
Copyright © 2010 Pearson Education International Chapter 4 - 5
Optimizing Your TimeOptimizing Your Time
• 50% planning
• 25% writing
• 25% completing
Copyright © 2010 Pearson Education International Chapter 4 - 6
Planning EffectivelyPlanning 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
Copyright © 2010 Pearson Education International Chapter 4 - 7
Analyzing the SituationAnalyzing the Situation
• Who is the audience?
• What is the purpose?
Copyright © 2010 Pearson Education International Chapter 4 - 8
Define Your PurposeDefine Your Purpose
• General
– Inform, persuade, collaborate
• Specific
– Your goals, audience actions and thoughts
Copyright © 2010 Pearson Education International Chapter 4 - 9
Analyze Your PurposeAnalyze Your Purpose
• Will anything change?
• Is your purpose realistic?
• Is the timing right?
• Is the purpose acceptable?
Copyright © 2010 Pearson Education International Chapter 4 - 10
Profile Your AudienceProfile Your Audience
• Identify primary audience
• Determine size and location
• Determine composition
• Gauge level of understanding
• Review expectations and preferences
• Forecast probable reaction
Copyright © 2010 Pearson Education International Chapter 4 - 11
Gathering InformationGathering Information
• Uncover needs
• Find your focus
• Provide information
Copyright © 2010 Pearson Education International Chapter 4 - 12
Select the MediumSelect the Medium
• Oral
• Written
• Visual
• Electronic
Copyright © 2010 Pearson Education International Chapter 4 - 13
Oral CommunicationOral Communication
• Conversations
• Interviews
• Speeches
• Presentations
• Meetings
Copyright © 2010 Pearson Education International Chapter 4 - 14
Written CommunicationWritten Communication
• Memos
• Letters
• Reports
• Proposals
Copyright © 2010 Pearson Education International Chapter 4 - 15
Visual CommunicationVisual Communication
• Communicate fast
• Clarify complexity
• Overcome barriers
• Expedite memory
Copyright © 2010 Pearson Education International Chapter 4 - 16
Electronic Electronic CommunicationCommunication
• Oral media
• Written media
• Visual media
Copyright © 2010 Pearson Education International Chapter 4 - 17
Choosing the MediumChoosing the Medium
• Media richness
• Message formality
• Media limitations
• Message urgency
• Cost factors
• Audience preferences
Copyright © 2010 Pearson Education International Chapter 4 - 18
Organizing InformationOrganizing Information
• Get to the point
• Omit irrelevant ideas
• Use logical groupings
• Include important data
Copyright © 2010 Pearson Education International Chapter 4 - 19
Organizing the MessageOrganizing the Message
• Helps your audience understand
• Helps your audience accept
• Saves time for your audience
• Makes you more productive
Copyright © 2010 Pearson Education International Chapter 4 - 20
Defining the Main IdeaDefining the Main Idea
• The topic
– The broad subject of the message
• The main idea
– A specific statement about the topic
Copyright © 2010 Pearson Education International Chapter 4 - 21
Generating IdeasGenerating Ideas
• Brainstorming
• Mind mapping
• Storyteller’s tour
• Journalistic approach
• Question-and-answer chain
Copyright © 2010 Pearson Education International Chapter 4 - 22
Limiting Message ScopeLimiting Message Scope
• Length Limitations
• Support Points
• Subject matter
• Depth of research
Copyright © 2010 Pearson Education International Chapter 4 - 23
Choosing the ApproachChoosing the Approach
• Direct or Indirect
– Audience reaction
– Message length
– Message type
Copyright © 2010 Pearson Education International Chapter 4 - 24
Outlining the ContentOutlining 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
AlphanumericAlphanumeric DecimalDecimal
Copyright © 2010 Pearson Education International Chapter 4 - 25
Organization Chart Organization Chart
OutlinesOutlines
The Main IdeaThe Main Idea
I. Major PointI. Major Point II. Major PointII. Major Point III. Major PointIII. Major Point
A. EvidenceA. Evidence
B. EvidenceB. Evidence
C. EvidenceC. Evidence
A. EvidenceA. Evidence
B. EvidenceB. Evidence
C. EvidenceC. Evidence
A. EvidenceA. Evidence
B. EvidenceB. Evidence
C. EvidenceC. Evidence
Copyright © 2010 Pearson Education International Chapter 4 - 26
Basic Message StructureBasic Message Structure
• Start with the main idea
• State the major points
• Illustrate with evidence