Business Communication

The Writing Process

The Writing Process Step 1: Plan Step 2: Write Step 3: Complete

Step 1 – Planning 1. Analyze the Situation 2. Gather Information 3. Select the Right Medium 4. Organize the Information

1. Analize the Situation Define your purpose General purpose: To inform, To persuade To collaborate To entertain

1. Analize the Situation Define your purpose. Specific purpose (Identifies what you hope to accomplish with your message and what your audience should do or think after receiving your message).

1. Analize the Situation Develop an audience profile Identify the primary audience. Determine audience size and geographic distribution. Determine audience composition. Understand audience expectations and preferences. Forecast probably audience reaction.

2. Gather Information Consider audience’s perspective and determine audience needs. Read reports, other company documents. Ask supervisors, colleagues, costumers. Ask audience for input.

3. Select the Right Medium Oral Written Visual Electronic

Source: https://www. ecognise

Oral Media Face-to-face Conversations Speeches Interviews Source:http://www.wisegeek.org/what-is-ethnomethodology.htm Face-to-face Conversations Speeches Interviews In-person presentations Meetings

Written Media Letters Memos Reports Proposals Printed messages

Visual Media Diagrams Charts Infographics Graphs

Diagram Source:https://templates.office.com/en-us/Diagrams

messages that combine powerful visuals with supporting text. Infographics: messages that combine powerful visuals with supporting text. Source:http://www.onlyinfographic.com/2010/10-levels-of-intimacy-in-today%E2%80%99s-communication/

Electronic Media Telephone calls Teleconference Audio recordings Voice-mail messages Internet telephony services (Skype) Animated online characters

Electronic Versions of Written Media Emails Blogs IM Websites Social networks Wikis

Electronic Versions of Visual Media Electronic presentations Computer animation Video

Oral Media Advantages Inmediate feedback Involves rich nonverbal cues Can express the emotion behind the message

Oral Media Disadvantages Restrict participation to those physically present. Provide no permanent verifiable record of the communication. Reduce communicator’s control over the message. No opportunity to edit or revise spoken words.

Written Media Advantages Allow you to plan and control your message. Reach geographically dispersed audience. Offer a permanent, verifiable record. Minimize the distortion. Can be used to avoid immediate interactions. Can help you control the emotional aspects of an interchange.

Written Media Advantages Lack the rich nonverbal cues. Require more time and more resources to create and distribute. Can require special skills in preparation and production.

Visual Media Advantages Can convey complex ideas and relationships. Often less intimidating than long blocks of text.

Visual Media Disadvantages Requires artistic and technical skills to design and create. Requires more time to create. Messages are more difficult to transmit and store.

Electronic Media Advantages Deliver messages quickly. Reach geographically dispersed audience. Enable audience interaction through social media features.

Electronic Media Disadvantages Present privacy risks and concerns (exposing confidential data; employer monitoring; accidental forwarding). Present security risks (viruses and spyware; network breaches). Create productivity concerns.

Step 1 - Planning 4. Organize the Information Define the main idea. Limit your scope. Select a direct o indirect approach. Outline the content. Use storytelling to build audience interest.

Step 1- Planning Define the main idea. 4. Organize the Information Brainstorming Journalistic approach (who, what, where, when, why and how). Storyteller’s tour Mind mapping

Step 1 - Planning Limit your scope. Limit yourself to the scope needed to convey your main idea.

Step 1 - Planning Select a direct or indirect approach direct approach when the audience will be receptive to your message. indirect approach when the audience will be skeptical about or even resistant to your message.

Step 1 - Planning Outline the content. It will help you to save time, get better results and do a better job of navigating through complicated business situations.

Step 1- Planning Use storytelling. To inspire To persuade To teach To warn readers of potential outcomes of particular course of action