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Chapter 3

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Planning BusinessMessages

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Learning Objectives

1. Using the Three-Step Writing Process

2. Analyzing the situation3. Gathering information

4. Selecting the right medium

5. Organizing your message

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Understanding the Three-Step Writing Process

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Copyright 2012 Pearson Education, Inc. publishing as Prentice Hall Chapter 3 - 4

Situation

Information

Medium

Organization

Revise

Produce

Proofread

Distribute

Adapt to

the Audience

Compose

the Message

Planning CompletingWriting

Three-Step Process

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Analyzing the Situation

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Define the Purpose

General

Specific

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Analyze the Purpose

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Will your message change anything?

Is your purpose realistic?

Is the timing right for your message?

Will your purpose be acceptable?

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Profile the Audience

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Primary Members

Size and Location Composition

Understanding

Expectations

Reactions

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Gathering Information

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Copyright 2012 Pearson Education, Inc. publishing as Prentice Hall Chapter 3 - 10

Audience Perspective

Community Input

Company Documents

Audience Input

Colleagues & Customers

Locate Information

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Provide Information

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Selecting the Right Medium

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Copyright 2012 Pearson Education, Inc. publishing as Prentice Hall Chapter 3 - 13

Oral Media Conversations

Interviews Speeches

Presentations Meetings

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Written Media

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Memos

ProposalsReports

Letters

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Visual Media Communicate Fast

Clarify Complexity

Overcome Barriers

Expedite Memory

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Speaking

Writing

Visualizing

Electronic Media

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Choose the MediumRichness

Limitations

Cost

Formality

Urgency

Preferences

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Organizing Your Message

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Good Organization

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Helps Readers Helps Writers

Understanding

Acceptance

Time

Time

Energy

Reputation

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Define the Main Idea

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Overall SubjectTopic

Topic StatementMain Idea

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Generate Creative Ideas

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Brainstorming

Journalistic Approach

Questions & Answers

Storytellers Tour

Mind Mapping

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Limit Message Scope

Information

Length

Detail

Main Idea

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Choose the Approach

Direct

Indirect

Audience Reaction

Message Length

Message Type

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Outline the Content

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Major Points

SupportingDetails

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Message Structure

Main Idea

Major Points

ExamplesEvidence

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Storytelling Techniques

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Inspiration

Teaching

Warning

Persuasion

The Beginning

The Middle

The Ending

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PlanningBusiness Messages