© Prentice Hall, 2007Business Communication Essentials, 3eChapter Planning Business Messages

© Prentice Hall, 2007Business Communication Essentials, 3eChapter Business Messages PurposefulPurposeful Audience-CenteredAudience-Centered EfficientEfficient

© Prentice Hall, 2007Business Communication Essentials, 3eChapter PlanningWritingCompleting Analyze Situation Gather Information Select Medium Get Organized Revise Produce Proofread Distribute Analyze the Audience Analyze the Audience Compose the Message Compose the Message Three-Step Writing Process

© Prentice Hall, 2007Business Communication Essentials, 3eChapter Define Your Purpose General Purpose Specific Purpose To Inform To Persuade To Collaborate Your Goals Audience Thoughts Audience Actions

© Prentice Hall, 2007Business Communication Essentials, 3eChapter Profile Your Audience Primary Members Size and location Composition

© Prentice Hall, 2007Business Communication Essentials, 3eChapter Profile Your Audience Knowledge Level Expectations Probable Reaction

© Prentice Hall, 2007Business Communication Essentials, 3eChapter Provide Information Accurate Ethical Pertinent

© Prentice Hall, 2007Business Communication Essentials, 3eChapter Select the Right Medium Oral MediaWritten Media

© Prentice Hall, 2007Business Communication Essentials, 3eChapter Analysis of Oral Media AdvantagesDisadvantages Limited participation May not be permanent Reduced control No editing or revision Immediate feedback Ease of interaction Rich non-verbal cues Emotional content

© Prentice Hall, 2007Business Communication Essentials, 3eChapter Analysis of Written Media AdvantagesDisadvantages Delayed feedback Few nonverbal cues Distribution issues Preparation time Planning and control Permanent record Wide audience Minimal distortion

© Prentice Hall, 2007Business Communication Essentials, 3eChapter Electronic Media AdvantagesDisadvantages Delivery speed Audience reach Personalization Multimedia formats Accessibility/openness Tension/conflict Easy to overuse Security threats Privacy concerns Productivity issues

© Prentice Hall, 2007Business Communication Essentials, 3eChapter SupportPointsLengthLimitationsAudienceAttitudeResearchDepth Limiting The Scope Limiting The Scope

© Prentice Hall, 2007Business Communication Essentials, 3eChapter Sequencing Messages Direct Approach (Deductive) Direct Approach (Deductive) Indirect Approach (Inductive) Indirect Approach (Inductive) Audience Reaction Message Length Message Type

© Prentice Hall, 2007Business Communication Essentials, 3eChapter Choosing the Approach Audience Reaction Message Opening Message Body Message Closing Eager/Interested/ Pleased/Neutral DispleasedUninterested/Unwilling Main idea, good news, or request Necessary details Cordial comment or statement about specific action Neutral buffer statement Reasons/justification, bad news, positive suggestion Cordial close Attention-getting statement/question Arousing interest, building desire Request for action

© Prentice Hall, 2007Business Communication Essentials, 3eChapter Reviewing Key Points Applying the three-step process Analyzing the situation Gathering information Selecting the right medium Organizing the information