1. Learning Objective Chapter 3 Developing Messages Copyright © 2001 South-Western College Publishing Co. Objectives O U T L I N E Analyzing the Situation Designing the Message Determining the Purpose Framework for Developing Messages Selecting the Media 3 C H A P T E R

2. Learning Objective Chapter 3 Developing Messages 1. List the four parts of the Message Development Framework. 2. Describe the two steps for determining the purpose of a message. 3. Identify the four components of analyzing the situation. 4. Design business messages by using a five-step process. 5. Describe how to select the most effective media for your messages. Learning Objectives

3. Learning Objective Chapter 3 Developing Messages List the four parts of the Message Development Framework FRAMEWORK FOR DEVELOPING MESSAGES A framework to develop effective messages through a four-part process: (1) Determining the Purpose (2) Analyzing the Situation (3) Designing the Message (4) Selecting the Media A Message Profile: an effective method for helping you learn to develop competent messages a blueprint that guides your thinking and actions. Analyzing the Situation Designing Messages Message Purpose Message Development Selecting Media

4. Learning Objective Chapter 3 Developing Messages Anaylzing the situation Designing Messages Message Purpose Selecting Media Determining the Purpose Determining the Purpose Analyzing the Situation Analyzing the Situation Figure 3.2 Framework for Developing Messages Designing the Message Designing the Message Selecting the Media Selecting the Media Message Development

5. Learning Objective Chapter 3 Developing Messages Describe the two steps for determining the purpose of a message. DETERMINING THE PURPOSE OF THE MESSAGE All messages have a purpose: Informative messages: exchanging facts, data, opinions and other types of information Persuasive messages: attempting to influence, convince, or urge other communicators toward a specific goal Directive messages: instructing others or prescribe action to ensure performance Innovative messages: new ideas, new products, or solutions to complex problems Analyzing the situation Designing Messages Message Purpose Message Development Selecting Media

6. Learning Objective Chapter 3 Developing Messages Integrative messages: synthesizing and blending the ideas, actions, knowledge, and skills of a diverse workforce Relational messages: initiating and/or maintaining relationships between communicators Goal setting: knowing exactly what to expect when communicating messages. Testing assumptions: establishing the importance of your message Anaylzing the situation Designing Messages Message Purpose Message Development Selecting Media Describe the two steps for determining the purpose of a message.

7. Learning Objective Chapter 3 Developing Messages Identify the four components of analyzing the situation. If you can successfully analyze the situation of the message that you are planning, you will be better prepared to construct effective messages. Anaylzing the situation Designing Messages Message Purpose Message Development Selecting Media ANALYZING THE SITUATION Setting Environment: the conditions and circumstances surrounding communication. Culture: the accumulation of values, norms, customs, and communicative patterns of a group of people.

8. Learning Objective Chapter 3 Developing Messages Anaylzing the situation Designing Messages Message Purpose Message Development Selecting Media Organizational Communication Culture: the appropriateness of messages. Physical Location: Room acoustics? Formal or casual situation? Receiver Demographics: the personal, professional, and emotional characteristics of your receivers. age, gender, cultural and religious groups, place of birth, marital status, college major, political affiliation Identify the four components of analyzing the situation.

9. Learning Objective Chapter 3 Developing Messages Anaylzing the situation Designing Messages Message Purpose Message Development Selecting Media Receiver’s Competence: poor listeners? Audience size: interpersonal, group, public, mass Sender Communication Apprehension Apathy Identify the four components of analyzing the situation. Sender-Receiver Relationship What is the nature of the relationship? Superiors? Subordinates? Peers? Clients? Vendors? What do you know about the receivers' views of your relationship? Is there a match between your views and your receiver’s views?

10. Learning Objective Chapter 3 Developing Messages Anaylzing the situation Designing Messages Message Purpose Message Development Selecting Media Setting Receiver Sender Sender- Receiver Relationship Sender- Receiver Relationship Figure 3.3 Situation Analysis

11. Learning Objective Chapter 3 Developing Messages Design business messages by using a five-step process. Anaylzing the situation Designing Messages Message Purpose Message Development Selecting Media Developing A Thesis A thesis, or main idea, further limits the purpose of your message so that it accomplishes specific goals. A thesis sentence identifies your primary purpose for communicating “The purpose of our meeting is to finalize the fiscal year budgets.” DESIGNING THE MESSAGE Organizing Information Purposes of Outlining: helps understand relationships among pieces of information

12. Learning Objective Chapter 3 Developing Messages Anaylzing the situation Designing Messages Message Purpose Message Development Selecting Media Organizing information before writing an outline Forms of outlines Patterns of outlines: chronological pattern; spatial pattern; problem, methods, solution Selecting Message Properties Precision: the directness or dishonesty of a message Direct message: easiest to understand Strategic ambiguity Trying to appeal to a wide variety of interests Attempting to promote some type of change Striving to support several existing positions on some issues Design business messages by using a five-step process.

13. Learning Objective Chapter 3 Developing Messages Anaylzing the situation Designing Messages Message Purpose Message Development Selecting Media Structure: the form, manner, and appearance of a message Tone: refers to the level of formality of a message Composing a Message Creating something understandable, useful, and even entertaining Design business messages by using a five-step process.

14. Learning Objective Chapter 3 Developing Messages Anaylzing the situation Designing Messages Message Purpose Message Development Selecting Media Guidelines to Composing Messages Remain flexible Be a critical thinker Keep the context in mind Use your outline Create a comfortable atmosphere Be creative Skip sections where drawing a blank Divorce your ego Design business messages by using a five-step process.

15. Learning Objective Chapter 3 Developing Messages Anaylzing the situation Designing Messages Message Purpose Message Development Selecting Media Assessing Your Work Leave your work for a while and return with a fresh perspective. Take the perspective of the receiver and critically examine the results of the message design Design business messages by using a five-step process.

16. Learning Objective Chapter 3 Developing Messages Describe how to select the most effective media for your messages. Anaylzing the situation Designing Messages Message Purpose Message Development Selecting Media Media Richness The path or channel through which messages travel from sender to receiver. SELECTING THE MEDIA The capacity or ability to transfer information or convey meaning For example, face to face, telephones Criteria (1) Will the media increase the chance of immediate feedback?

17. Learning Objective Chapter 3 Developing Messages Anaylzing the situation Designing Messages Message Purpose Message Development Selecting Media Figure 3.7 Media Richness Face to face Telephone E-mail Personal Note Letter, memo Public speaking Special report Bulletin board Newsletter Annual report Face to face Telephone E-mail Personal Note Letter, memo Public speaking Special report Bulletin board Newsletter Annual report High Low

18. Learning Objective Chapter 3 Developing Messages Anaylzing the situation Designing Messages Message Purpose Message Development Selecting Media (1) Will the media increase the chance of immediate feedback? (2) Can the media communicate multiple messages (visual, auditory, nonverbal)? (3) Can the media be tailored or designed to specific targets? (4) Will this media allow for a diverse range of word choice? Describe how to select the most effective media for your messages.

19. Learning Objective Chapter 3 Developing Messages Anaylzing the situation Designing Messages Message Purpose Message Development Selecting Media Message Requirements Two rules for media selection: Rich media for complex, uncertain, ambiguous information: face-to-face meetings, telephones Low richness media for simple settings: memo, or letter to many people at once Describe how to select the most effective media for your messages.

20. Learning Objective Chapter 3 Developing Messages Anaylzing the situation Designing Messages Message Purpose Message Development Selecting Media Figure 3.8 Media Selection Chart HighLow Media Richness Difficult Simple Message Requirements Face to face Telephone Teleconference E-mail Personal Note Letter, memo Public speaking Special report Bulletin board Newsletter Annual report

21. Learning Objective Chapter 3 Developing Messages The End Copyright © 2000 South-Western College Publishing Co.