Planning Business Messages

Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 1

Planning Planning Business MessagesBusiness Messages


Learning ObjectivesLearning Objectives• Describe the three-step writing process• Explain why it’s 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


Learning ObjectivesLearning 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


The Three-Step ProcessThe Three-Step ProcessWriting CompletingPlanning

Analyze Situation

Gather Information

Select Medium

Get Organized

Revise

Produce Message

Proofread Message

Distribute Message

Adapt to the Audience

Composethe Message


Optimizing Your TimeOptimizing Your Time

• 50% planning• 25% writing• 25% completing


Planning EffectivelyPlanning 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


Analyzing the SituationAnalyzing the Situation

• Who is the audience?• What is the purpose?


Define Your PurposeDefine Your Purpose

• General– Inform, persuade, collaborate

• Specific– Your goals, audience actions and thoughts


Analyze Your PurposeAnalyze Your Purpose

• Will anything change?• Is your purpose realistic?• Is the timing right?• Is the purpose acceptable?


Profile Your AudienceProfile Your Audience

• Identify primary audience• Determine size and location• Determine composition• Gauge level of understanding• Review expectations and preferences• Forecast probable reaction


Gathering InformationGathering Information• Uncover needs• Find your focus• Provide information


Select the MediumSelect the Medium

• Oral• Written• Visual• Electronic


Oral CommunicationOral Communication

• Conversations• Interviews• Speeches• Presentations• Meetings


Written CommunicationWritten Communication

• Memos• Letters• Reports• Proposals


Visual CommunicationVisual Communication

• Communicate fast• Clarify complexity• Overcome barriers• Expedite memory


Electronic Electronic CommunicationCommunication

• Oral media• Written media• Visual media


Choosing the MediumChoosing the Medium

• Media richness• Message formality• Media limitations• Message urgency• Cost factors• Audience preferences


Organizing InformationOrganizing Information

• Get to the point• Omit irrelevant ideas• Use logical groupings• Include important data


Organizing the MessageOrganizing the Message

• Helps your audience understand• Helps your audience accept• Saves time for your audience• Makes you more productive


Defining the Main IdeaDefining the Main Idea

• The topic – The broad subject of the message

• The main idea – A specific statement about the topic


Generating IdeasGenerating Ideas

• Brainstorming • Mind mapping• Storyteller’s tour• Journalistic approach• Question-and-answer chain


Limiting Message ScopeLimiting Message Scope

• Length Limitations• Support Points• Subject matter• Depth of research


Choosing the ApproachChoosing the Approach

• Direct or Indirect– Audience reaction– Message length– Message type


Outlining the ContentOutlining the Content

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

AlphanumericAlphanumeric DecimalDecimal


Organization Chart Organization Chart OutlinesOutlines

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


Basic Message StructureBasic Message Structure

• Start with the main idea• State the major points• Illustrate with evidence

Planning Business Messages

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