Planning Business Messages

Planning Business Messages
© Prentice Hall, 2008 Business Communication Today, 9e

Business Communication Today, 9e
Readers’ Needs What will happen by failing to understand and accommodating the readers’ needs? The result is: confusing, frustrating messages that that don’t help the reader or the writer. © Prentice Hall, 2008 Business Communication Today, 9e Maher ARAFAT

Three-Step Writing Process
Planning / Investigation Writing / Drafting Completing / Revising © Prentice Hall, 2008 Business Communication Today, 9e

Optimizing Writing Time
Planning 50% Writing 25% Completing 25% Depending on: subject, audience, the Writer’s knowledge about the subject © Prentice Hall, 2008 Business Communication Today, 9e

1. Analyze the Situation 1.1 Define your purpose 1.2 Profile your audience © Prentice Hall, 2008 Business Communication Today, 9e

1.1. Define Your Purpose General Inform Persuade Collaborate Specific Outcomes Timing and realism Acceptability © Prentice Hall, 2008 Business Communication Today, 9e

1.2. Profile Your Audience Identify primary audience Determine size and location Determine composition Gauge level of understanding Project expectations and preferences Forecast probable reaction © Prentice Hall, 2008 Business Communication Today, 9e

2. Gather Information Informal methods Viewpoints of others Reports and company documents Supervisors, colleagues, customers Audience input © Prentice Hall, 2008 Business Communication Today, 9e

2.1. Determine Audience Needs
Provide accurate information Provide ethical information Provide pertinent information © Prentice Hall, 2008 Business Communication Today, 9e

3. Selecting the Medium Oral media Written media Visual media Electronic media © Prentice Hall, 2008 Business Communication Today, 9e

3.1. Oral Communication Face-to-face conversations Interviews Speeches Presentations Meetings © Prentice Hall, 2008 Business Communication Today, 9e

Analysis of Oral Media Advantages Immediate feedback Ease of interaction Rich nonverbal cues Emotional content Disadvantages Minimal participation Nonpermanent Reduced control No editing or revision © Prentice Hall, 2008 Business Communication Today, 9e

3.2. Written Communication
Memos Letters Reports Proposals © Prentice Hall, 2008 Business Communication Today, 9e

Analysis of Written Media
Advantages Message control Audience reach Permanent record Minimize distortion Disadvantages Delayed feedback Lacks nonverbal cues Creation and distribution Preparation and production © Prentice Hall, 2008 Business Communication Today, 9e

3.3. Visual Communication Charts Graphs Diagrams © Prentice Hall, 2008 Business Communication Today, 9e

Analysis of Visual Media
Advantages Expedite communication Less intimidating Assist audience Disadvantages Learning curve Preparation time Transmittal and storage © Prentice Hall, 2008 Business Communication Today, 9e

3.4. Electronic Communication
Oral communication Telephone calls, teleconferencing, voic , audio CDs, podcasts Written communication , instant messaging, websites, wikis Visual communication Electronic presentations, computer animation, video © Prentice Hall, 2008 Business Communication Today, 9e

Analysis of Electronic Media
Advantages Delivery speed Audience reach Multimedia Accessibility Disadvantages Overuse Privacy issues Security risks Productivity © Prentice Hall, 2008 Business Communication Today, 9e

Choosing the Right Media
Media richness Message formality Media limitations Sender intentions Urgency and cost Audience preferences © Prentice Hall, 2008 Business Communication Today, 9e

4. Organizing Information
Get to the point Omit irrelevant details Organize your ideas Indicate necessary information © Prentice Hall, 2008 Business Communication Today, 9e

4.1. Importance of Organization
Improves productivity Boosts understanding Increases acceptance Saves audience time © Prentice Hall, 2008 Business Communication Today, 9e

5. Define the Main Idea General purpose (to inform, persuade, collaborate) Specific purpose Basic topic Main idea © Prentice Hall, 2008 Business Communication Today, 9e

5.1. Generating Ideas Brainstorming Mapping Storyteller’s tour Journalistic approach (wh friends) Question-answer chain © Prentice Hall, 2008 Business Communication Today, 9e

5.3. Limiting the Scope Time and space Number of main ideas Audience attitude Depth of research © Prentice Hall, 2008 Business Communication Today, 9e

6. Sequencing the Message
Direct approach (Deductive) When you have a receptive audience start with conclusion, main ideas then evidence. Indirect approach (Inductive) When you have a resistant or skeptical audience start with evidence then conclusion, main ideas. © Prentice Hall, 2008 Business Communication Today, 9e

Classifying Messages Message Type Audience Reaction Type of Approach Routine, Good-News or Good Will Pleased Or Neutral Direct Bad News Displeased Indirect Persuasive Uninterested or Unwilling Indirect © Prentice Hall, 2008 Business Communication Today, 9e

7. Outlining Content Alphanumeric Decimal First Major Part First subpoint Second subpoint Evidence Third subpoint Second Major Point 1.0 First Major Part 1.1 First subpoint 1.2 Second subpoint 1.2.1 Evidence 1.2.2 Evidence 1.2.3 Third subpoint 2.0 Second Major Point 2.1 First subpoint 2.2 Second subpoint © Prentice Hall, 2008 Business Communication Today, 9e

Organization Chart Outlines
The Main Idea I. Major Point II. Major Point III. Major Point A. Evidence A. Evidence A. Evidence B. Evidence B. Evidence B. Evidence C. Evidence C. Evidence C. Evidence © Prentice Hall, 2008 Business Communication Today, 9e

Organizing Messages State the main idea State major points Provide evidence © Prentice Hall, 2008 Business Communication Today, 9e

Planning Business Messages

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