Planning Business Messages Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall

The Three-Step Process Planning Writing Completing Analyze Situation Gather Information Select Medium Get Organized Revise Produce Message Proofread Message Distribute Message Adapt to the Audience Compose the Message Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall

Organizing the Message 50% planning 25% writing 25% completing Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall

Analyzing the Situation Who is the audience? What is the purpose? Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall

Define Your Purpose General Specific Inform Persuade Collaborate Your goals Audience thoughts Audience actions Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall

Analyze Your Purpose Will anything change? Is your purpose realistic? Is the timing right? Is the purpose acceptable? Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall

Profile 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, Inc. publishing as Prentice Hall

Gather Information Views of others Company documents Coworkers or customers Audience input Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall

Uncover Audience Needs Required information Accurate Ethical Pertinent Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall

Select the Medium Oral Written Visual Electronic Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall

Oral Communication Conversations Interviews Speeches Presentations Meetings Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall

Written Communication Memos Letters Reports Proposals Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall

Visual Communication Communicate fast Clarify complexity Overcome barriers Expedite memory Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall

Electronic Communication Oral media Written media Visual media Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall

Choosing the Right Medium Media richness Message formality Media limitations Sender intentions Urgency and cost Audience preferences Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall

Organizing the Message Makes you more productive Helps your audience understand Helps your audience accept Saves time for your audience Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall

Defining the Main Idea The topic is the broad subject of the message The main idea is a specific statement about the topic Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall

Generating Creative Ideas Brainstorming Storyteller’s tour Journalistic approach Question-and-answer chain Mind mapping Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall

Limiting the Scope Length Limitations Support Points Audience attitude Depth of research Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall

Choosing the Approach Direct approach Indirect approach Deductive Inductive Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall

Outlining the Content Alphanumeric Decimal I. First Major Point A. First subpoint B. Second subpoint 1. Evidence 2. Evidence C. Third subpoint II. Second Major Point 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 Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall

Basic Message Structure Start with the main idea State the major points Illustrate with evidence Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall