Bovee Bct10 Student 04

8/13/2019 Bovee Bct10 Student 04

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Copyright 2010 Pearson Education International Chapter 4 - 1

Planning

Business Messages


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Learning Objectives

Describe the three-step writing process

Explain why its 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


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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


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The Three-Step Process

Writing CompletingPlanning

Analyze Situation

Gather Information

Select Medium

Get Organized

Revise

Produce Message

Proofread Message

Distribute Message

Adapt to

the Audience

Compose

the Message


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Optimizing Your Time

50% planning

25% writing

25% completing


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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


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Analyzing the Situation

Who is the audience?

What is the purpose?


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Define Your Purpose

General

Inform, persuade, collaborate

Specific

Your goals, audience actions and thoughts


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Analyze Your Purpose

Will anything change?

Is your purpose realistic?

Is the timing right?

Is the purpose acceptable?


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Profile Your Audience

Identify primary audience

Determine size and location

Determine composition

Gauge level of understanding

Review expectations and preferences

Forecast probable reaction


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Gathering Information

Uncover needs

Find your focus

Provide information


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Select the Medium

Oral

Written

Visual

Electronic


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Oral Communication

Conversations

Interviews

Speeches

Presentations

Meetings


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Written Communication

Memos

Letters

Reports

Proposals


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Visual Communication

Communicate fast

Clarify complexity

Overcome barriers

Expedite memory


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Electronic Communication

Oral media

Written media

Visual media


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Choosing the Medium

Media richness

Message formality

Media limitations

Message urgency

Cost factors

Audience preferences


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Organizing Information

Get to the point

Omit irrelevant ideas

Use logical groupings

Include important data


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Organizing the Message

Helps your audience understand

Helps your audience accept

Saves time for your audience

Makes you more productive


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Defining the Main Idea

The topic

The broad subject of the message

The main idea

A specific statement about the topic


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Generating Ideas

Brainstorming

Mind mapping

Storytellers tour

Journalistic approach

Question-and-answer chain


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Limiting Message Scope

Length Limitations

Support Points

Subject matter

Depth of research


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Choosing the Approach

Direct or Indirect

Audience reaction

Message length

Message type


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Outlining the Content

I.First Major Point

A. First subpoint

B. Second subpoint1. 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 subpoint1.2.1 Evidence

1.2.2 Evidence

1.3 Third subpoint

2.0 Second Major Point

2.1 First subpoint

2.2 Second subpoint

Alphanumeric Decimal


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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


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Basic Message Structure

Start with the main idea

State the major points

Illustrate with evidence

Bovee Bct10 Student 04

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