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PLANNING BUSINESS MESSAGES

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The Three-Step Process

Analyze Situation

Gather Information

Select Medium

Get Organized

Revise

Produce

Proofread

Distribute

Adapt to the Audience

Compose the Message

Planning Completing Writing

OPTIMIZING YOUR TIME

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50% Planning

25% Writing 25% Completing

Analyzing the Situation

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Who is the Audience?

What is the Purpose?

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Define Your Purpose

General Purpose Specific Purpose

To Inform

To Persuade

To Collaborate

Your Goals

Audience Actions

Audience Thoughts

Check Your Purpose

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What will change?

Is it realistic?

Is the timing right?

Is it acceptable?

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Profile Your Audience

Knowledge Level

Expectations

Probable Reaction

Primary Members

Size and Location

Composition

Gathering Information

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Find your focus

Provide information

Uncover needs

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Select the Medium

Oral Written

Electronic Visual

Oral communication

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•Conversations

• Interviews

•Speeches or Presentations

•Meetings

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Written Communication

Memos Letters

Reports Proposals

Visual Communication

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Powerpoint

Graphs, Charts,

etc.

Video

Multimedia

Electronic

Communication

• Oral Media • Written Media • Visual Media

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Choosing the Medium

Message Urgency

Cost Factors

Audience Preferences

Media Richness

Media Limitations

Message Formality

Benefits of Organization

Good Organization

Clear Thinking

Easy to Understand Well Received and Clearly Understood

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Figure 4.8

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Overall Subject of the Message

Specific Statement About the Topic

The Topic

The Main Idea

Defining the Main Idea

Generating ideas: Brainstorming

Generating ideas: Mind mapping

Generating ideas: Question-and-answer chain

Work back towards your message beginning with anticipated audience questions

Generating ideas: Informal outline

Limiting Message Scope

Based on Audience Knowledge

Only relevant supporting

information

Information overload

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Choosing the Approach

Direct Approach Indirect Approach

Receptive or Skeptical Audience

Message Length e.g., Short versus Longer

Message Type—Routine and Positive,

Negative, Persuasive

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Basic Message Structure

State main idea

State major points

Provide evidence

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Organizing the Content: The Formal Outline

I. First Major Point A. First subpoint B. Second subpoint

1. Evidence 2. Evidence

C. Third subpoint II. Second Major Point

A. First subpoint B. Second subpoint

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

Alphanumeric Decimal

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Organization Chart Outlines

The Main Idea

I. Major Point II. Major Point III. Major Point

A. Evidence

B. Evidence

C. Evidence

A. Evidence

B. Evidence

C. Evidence

A. Evidence

B. Evidence

C. Evidence