2. Copyright © 2015 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 Planning Business Messages Chapter 4 - 2

3. Learning Objectives 1.Describe the three-step writing process 2.Explain why it’s important to analyze a communication situation in order to define your purpose and profile your audience before writing a message 3.Discuss information gathering options for simple messages, and identify three attributes of quality information Copyright © 2015 Pearson Education, Inc. publishing as Prentice HallChapter 4 - 3

4. Learning Objectives 4.List the factors to consider when choosing the most appropriate medium for a message 5.Explain why good organization is important to both you and your audience, and list the tasks involved in organizing a message Copyright © 2015 Pearson Education, Inc. publishing as Prentice HallChapter 4 - 4

5. The Three-Step Process Copyright © 2015 Pearson Education, Inc. publishing as Prentice Hall Analyze Situation Gather Information Select Medium Get Organized Revise Produce Proofread Distribute Adapt to the Audience Compose the Message PlanningCompletingWriting Chapter 4 - 5

6. Optimizing Your Time Copyright © 2015 Pearson Education, Inc. publishing as Prentice Hall 50% Planning 25% Writing 25% Completing Chapter 4 - 6

7. Analyzing the Situation Copyright © 2015 Pearson Education, Inc. publishing as Prentice Hall Who is the audience? What is the purpose? Chapter 4 - 7

8. Defining Your Purpose Copyright © 2015 Pearson Education, Inc. publishing as Prentice Hall General Purpose Specific Purpose To Inform To Persuade To Collaborate Your Goals Audience Actions Audience Thoughts Chapter 4 - 8

9. Profiling Your Audience Copyright © 2015 Pearson Education, Inc. publishing as Prentice Hall Knowledge Level Expectations Probable Reaction Primary Members Size and Location Composition Chapter 4 - 9

10. Audience Analysis Notes Copyright © 2015 Pearson Education, Inc. publishing as Prentice HallChapter 4 - 10

11. Gathering Quality Information Copyright © 2015 Pearson Education, Inc. publishing as Prentice Hall Consider Audience Perspective Review Company Documents Talk with Stakeholder And Colleagues Chapter 4 - 11

12. Selecting the Best Medium Copyright © 2015 Pearson Education, Inc. publishing as Prentice Hall Oral Written ElectronicVisual Chapter 4 - 12

13. Oral Communication Conversations Interviews Speeches Presentations Meetings Copyright © 2015 Pearson Education, Inc. publishing as Prentice HallChapter 4 - 13

14. Written Communication Copyright © 2015 Pearson Education, Inc. publishing as Prentice Hall MemosLetters ReportsBlogs Chapter 4 - 14

15. Visual Media Copyright © 2015 Pearson Education, Inc. publishing as Prentice HallChapter 4 - 15

16. Electronic Media Copyright © 2015 Pearson Education, Inc. publishing as Prentice Hall Oral MediaWritten MediaVisual Media Chapter 4 - 16

17. Choosing the Medium Choosing the Medium Copyright © 2015 Pearson Education, Inc. publishing as Prentice Hall Message Urgency Message Urgency Cost Factors Cost Factors Audience Preferences Audience Preferences Media Richness Media Richness Media Limitations Media Limitations Message Formality Message Formality Chapter 4 - 17

18. Recognizing the Importance of Organization Copyright © 2015 Pearson Education, Inc. publishing as Prentice Hall The AudienceThe Writer Understanding Acceptance Time Efficiency Energy Career Chapter 4 - 18

19. Defining the Main Idea Copyright © 2015 Pearson Education, Inc. publishing as Prentice Hall Overall Subject of the Message Overall Subject of the Message Specific Statement About the Topic Specific Statement About the Topic The Topic The Main Idea Chapter 4 - 19

20. Defining Topic & Main Idea Copyright © 2015 Pearson Education, Inc. publishing as Prentice Hall General Purpose Example of Specific Purpose Example of Topic Example of Main idea To InformTeach customer service representatives how to edit and expand the technical support wiki Technical support wiki Careful, thorough edits and additions to the wiki help the entire department provide better customer support. Chapter 4 - 20

21. Limiting Message Scope Copyright © 2015 Pearson Education, Inc. publishing as Prentice Hall The scope of this blog post by the U.S. Commerce Department’s International Trade Administration is limited to a single, distinct idea: correcting the misconception that foreign companies invest in the United States primarily because of government incentives such as tax breaks. Chapter 4 - 21

22. Choosing the Approach Copyright © 2015 Pearson Education, Inc. publishing as Prentice Hall Direct Approach Indirect Approach Audience Reaction Message Length Message Type Chapter 4 - 22

23. Outlining the Content I.First Major Point A.First subpoint B.Second subpoint 1.Examples & Evidence 2.Examples & Evidence 1.Detail 2.Detail 3.Examples & Evidence C.Third subpoint II.Second Major Point A.First subpoint 1.Examples & Evidence 2.Examples & Evidence Copyright © 2015 Pearson Education, Inc. publishing as Prentice HallChapter 4 - 23

24. Organization Chart Outlines Copyright © 2015 Pearson Education, Inc. publishing as Prentice Hall 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 Chapter 4 - 24

25. Providing Examples & Evidence Copyright © 2015 Pearson Education, Inc. publishing as Prentice Hall Type of DetailExampleComment Facts and figuresSales are strong this month. We have two new contracts worth $5 million and a good chance of winning another worth $2.5 million. Enhances credibility more than any other type, but can become boring if used excessively. VisualsGraphs, charts, tables, photographs, drawings, infographics, data visualization, video) Helps audience grasp the key points about sets of data or visualize connections between ideas. Chapter 4 - 25

26. Storytelling as a Way to Organize Message Copyright © 2015 Pearson Education, Inc. publishing as Prentice HallChapter 4 - 26

27. Summary of Objectives Copyright © 2015 Pearson Education, Inc. publishing as Prentice HallChapter 4 - 27

28. Copyright © 2015 Pearson Education, Inc. publishing as Prentice HallChapter 4 - 28