Chapter 1 Planning Business Messages

8/13/2019 Chapter 1 Planning Business Messages

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1-1

PLANNING BUSINESS MESSAGES


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Case: Requesting a

recommendation After four years study in

Northeastern University, you are

looking for a job. Ask some professor to write a letter

of recommendation for you.


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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 CompletingWriting


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Optimizing Your Time

50% Planning

25% Writing

25% Completing


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Analyzing the Situation

Who is theaudience?

What is thepurpose?


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Define Your Purpose

General Purpose Specific Purpose

To Inform

To Persuade

To Collaborate

Your Goals

Audience Actions

Audience Thoughts


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Check Your Purpose

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


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Gathering Information

Uncover Needs

Find Your Focus

Provide Information


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Select the Medium

Oral Written

ElectronicVisual


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Oral Communication

Conversations

Interviews

Speeches

Presentations

Meetings


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Written Communication

Memos Letters

Reports Proposals


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Visual Communication

Communicate Fast

Clarify Complexity

Overcome Barriers

Expedite Memory


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Electronic Communication

Oral Media

Written Media

Visual Media


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Choosing the Medium

Message

Urgency

Cost

Factors

Audience

Preferences

MediaRichness MediaLimitationsMessageFormality


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Benefits of Organization

The Audience The Writer

Understanding

Acceptance

Time

Efficiency

Energy

Career


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Overall Subjectof the Message

Specific StatementAbout the Topic

The

Topic

The

Main Idea

Defining the Main Idea


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Generating Ideas

Brainstorming

Mind Mapping

Storytellers Tour

Journalistic Approach

Questions and Answers


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Limiting Message Scope

Length Limits

Support Points

Subject Matter

Audience Knowledge


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Choosing the Approach

Direct Approach Indirect ApproachAudience Reaction

Message Length

Message Type


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Outlining the Content

I. First Major Point

A. First subpoint

B. Second subpoint1. Evidence

2. Evidence

C. Third subpoint

II. Second Major PointA. 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 Point2.1 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


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Basic Message Structure

State Main Idea

State Major Points

Provide Evidence


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Planning

Business Messages

Chapter 1 Planning Business Messages

Documents

Transcript of Chapter 1 Planning Business Messages