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Planning Business Messages: Chapter 3 - 1

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50 views34 pages

Planning Business Messages: Chapter 3 - 1

Uploaded by

Kainat Nadeem
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
You are on page 1/ 34

Chapter 3

Planning Business
Messages

Copyright © 2014 Pearson Education, Inc. Chapter 3 - 1


Learning Objectives
1. Using the Three-Step Writing Process
2. Analyzing the situation
3. Gathering information
4. Selecting the right medium
5. Organizing your message

Copyright © 2014 Pearson Education, Inc. Chapter 3 - 2


Understanding the Three-
Step Writing Process

Copyright © 2014 Pearson Education, Inc. Chapter 3 - 3


Three-Step Process
Planning Writing Completing

Situation Adapt to Revise


Information the Audience Produce
Medium Compose Proofread
Organization the Message Distribute
Copyright © 2014 Pearson Education, Inc. Chapter 3 - 4
Summary of Discussion

Copyright © 2014 Pearson Education, Inc. Chapter 3 - 5


Analyzing the Situation

Copyright © 2014 Pearson Education, Inc. Chapter 3 - 6


Define the Purpose

•Specific Goal
•General Goal

Copyright © 2014 Pearson Education, Inc. Chapter 3 - 7


Analyze the Purpose
•Will your message change anything?

•Is your purpose realistic?

•Is the timing right for your message?

•Will your purpose be acceptable?


Copyright © 2014 Pearson Education, Inc. Chapter 3 - 8
Profile the Audience
• Primary Members
• Size and Location
• Composition
• Understanding
• Expectations
• Reactions
Copyright © 2014 Pearson Education, Inc. Chapter 3 - 9
Summary of Discussion

Copyright © 2014 Pearson Education, Inc. Chapter 3 - 10


Gathering Information

Copyright © 2014 Pearson Education, Inc. Chapter 3 - 11


Locate Information
•Audience
•Community
•Documentation
•Coworkers
•Customers

Copyright © 2014 Pearson Education, Inc. Chapter 3 - 12


Uncover Audience Needs

•Apparent
•Hidden

Copyright © 2014 Pearson Education, Inc. Chapter 3 - 13


Information Quality
Is the information accurate?

Is the information ethical?

Is the information pertinent?

Copyright © 2014 Pearson Education, Inc. Chapter 3 - 14


Summary of Discussion

Copyright © 2014 Pearson Education, Inc. Chapter 3 - 15


Selecting the Right Medium

Copyright © 2014 Pearson Education, Inc. Chapter 3 - 16


Oral Media
• Conversations
• Interviews
• Speeches
• Presentations
• Meetings
Copyright © 2014 Pearson Education, Inc. Chapter 3 - 17
Written Media

Memos Letters

Reports Proposals

Copyright © 2014 Pearson Education, Inc. Chapter 3 - 18


Visual Media
• Communicate Fast

• Clarify Complexity

• Overcome Barriers

• Expedite Memory
Copyright © 2014 Pearson Education, Inc. Chapter 3 - 19
Electronic Media
Speaking
Writing
Visualizing
Copyright © 2014 Pearson Education, Inc. Chapter 3 - 20
Choosing Media

Richness Formality

Limitations Urgency

Cost Preferences
Copyright © 2014 Pearson Education, Inc. Chapter 3 - 21
Summary of Discussion

Copyright © 2014 Pearson Education, Inc. Chapter 3 - 22


Organizing Your Message

Copyright © 2014 Pearson Education, Inc. Chapter 3 - 23


Good Organization
Helps Readers Helps Writers

Understanding Time

Acceptance Energy

Time Reputation
Copyright © 2014 Pearson Education, Inc. Chapter 3 - 24
Define the Main Idea

•What is the topic?


•What is the main idea?

Copyright © 2014 Pearson Education, Inc. Chapter 3 - 25


Generating Ideas
•Brainstorming
•Journalistic Approach
•Questions & Answers
•Storyteller’s Tour
•Mind Mapping
Copyright © 2014 Pearson Education, Inc. Chapter 3 - 26
Limit Message Scope

Information

Main Idea Length

Detail
Copyright © 2014 Pearson Education, Inc. Chapter 3 - 27
Choose the Approach

Direct Indirect
Approach Approach

Copyright © 2014 Pearson Education, Inc. Chapter 3 - 28


Outline the Content
•Logic
•Navigation
•Relationships

Copyright © 2014 Pearson Education, Inc. Chapter 3 - 29


Structure the Message
•Main Idea
•Major Points
•Examples
•Evidence

Copyright © 2014 Pearson Education, Inc. Chapter 3 - 30


Storytelling Techniques

Inspiration The Beginning Warning

The Middle

Teaching The Ending Persuasion

Copyright © 2014 Pearson Education, Inc. Chapter 3 - 31


Summary of Discussion

Copyright © 2014 Pearson Education, Inc. Chapter 3 - 32


Planning
Business Messages

Copyright © 2014 Pearson Education, Inc. Chapter 3 - 33


Copyright © 2014 Pearson Education, Inc. Chapter 3 - 34

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