Bovee Bct10 Student 04
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Transcript of Bovee Bct10 Student 04
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Copyright 2010 Pearson Education International Chapter 4 - 1
Planning
Business Messages
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Copyright 2010 Pearson Education International Chapter 4 - 2
Learning Objectives
Describe the three-step writing process
Explain why its important to analyze the
situation and define your purpose carefully
before writing a message
Discuss information-gathering options for
simple messages and identify three traits of
quality information
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Copyright 2010 Pearson Education International Chapter 4 - 3
Learning Objectives
List the factors to consider when choosing
the best medium for your message
Explain why good organization is important
to both you and your audience
Compare and contrast the direct and indirect
approaches to organizing a message
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Copyright 2010 Pearson Education International Chapter 4 - 4
The Three-Step Process
Writing CompletingPlanning
Analyze Situation
Gather Information
Select Medium
Get Organized
Revise
Produce Message
Proofread Message
Distribute Message
Adapt to
the Audience
Compose
the Message
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Copyright 2010 Pearson Education International Chapter 4 - 5
Optimizing Your Time
50% planning
25% writing
25% completing
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Copyright 2010 Pearson Education International Chapter 4 - 6
Planning Effectively
Find and assemble facts
Deliver compelling information
Reduce indecision as you write
Reduce reworking during completion
Minimize embarrassing blunders
Prepare for analyzing the situation
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Copyright 2010 Pearson Education International Chapter 4 - 7
Analyzing the Situation
Who is the audience?
What is the purpose?
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Copyright 2010 Pearson Education International Chapter 4 - 8
Define Your Purpose
General
Inform, persuade, collaborate
Specific
Your goals, audience actions and thoughts
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Copyright 2010 Pearson Education International Chapter 4 - 9
Analyze Your Purpose
Will anything change?
Is your purpose realistic?
Is the timing right?
Is the purpose acceptable?
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Copyright 2010 Pearson Education International Chapter 4 - 10
Profile Your Audience
Identify primary audience
Determine size and location
Determine composition
Gauge level of understanding
Review expectations and preferences
Forecast probable reaction
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Copyright 2010 Pearson Education International Chapter 4 - 11
Gathering Information
Uncover needs
Find your focus
Provide information
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Copyright 2010 Pearson Education International Chapter 4 - 12
Select the Medium
Oral
Written
Visual
Electronic
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Copyright 2010 Pearson Education International Chapter 4 - 13
Oral Communication
Conversations
Interviews
Speeches
Presentations
Meetings
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Copyright 2010 Pearson Education International Chapter 4 - 14
Written Communication
Memos
Letters
Reports
Proposals
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Copyright 2010 Pearson Education International Chapter 4 - 15
Visual Communication
Communicate fast
Clarify complexity
Overcome barriers
Expedite memory
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Copyright 2010 Pearson Education International Chapter 4 - 16
Electronic Communication
Oral media
Written media
Visual media
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Copyright 2010 Pearson Education International Chapter 4 - 17
Choosing the Medium
Media richness
Message formality
Media limitations
Message urgency
Cost factors
Audience preferences
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Copyright 2010 Pearson Education International Chapter 4 - 18
Organizing Information
Get to the point
Omit irrelevant ideas
Use logical groupings
Include important data
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Copyright 2010 Pearson Education International Chapter 4 - 19
Organizing the Message
Helps your audience understand
Helps your audience accept
Saves time for your audience
Makes you more productive
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Copyright 2010 Pearson Education International Chapter 4 - 20
Defining the Main Idea
The topic
The broad subject of the message
The main idea
A specific statement about the topic
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Copyright 2010 Pearson Education International Chapter 4 - 21
Generating Ideas
Brainstorming
Mind mapping
Storytellers tour
Journalistic approach
Question-and-answer chain
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Copyright 2010 Pearson Education International Chapter 4 - 22
Limiting Message Scope
Length Limitations
Support Points
Subject matter
Depth of research
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Copyright 2010 Pearson Education International Chapter 4 - 23
Choosing the Approach
Direct or Indirect
Audience reaction
Message length
Message type
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Copyright 2010 Pearson Education International Chapter 4 - 24
Outlining the Content
I.First Major Point
A. First subpoint
B. Second subpoint1. 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 subpoint1.2.1 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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Copyright 2010 Pearson Education International Chapter 4 - 25
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
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Copyright 2010 Pearson Education International Chapter 4 - 26
Basic Message Structure
Start with the main idea
State the major points
Illustrate with evidence