Planning Spoken and Written Messages

1. Planning Spoken and Written Messages Chapter 3

2. Learning Objectives • 1. Identify the purpose of the message and the appropriate channel. • 2. Develop clear perceptions of the audience to enhance the impact of the communication and human relations. • 3. Apply techniques for adapting messages to the audience, including strategies for communication ethically and responsibly. • 4. Recognize the importance of organizing a message before writing the first draft. • 5. Select the appropriate outline (deductive or inductive) for developing messages to achieve the desired response.

3. Process for Planning and Preparing Spoken and Written Messages

4. Step 1a: Determine the Purpose of the Message Whatdo you hope to accomplish with the message?

5. Step 1b: Select a Channel Telephone or face-to-face: Lends importance to the message; more personal Telephone or face-to-face: Lends importance to the message; more personal Email: Routine matter; mass distribution

6. Step 2: Envision the Audience What should you learn about your audience?

7. Step 3: Adapt the Message to the Audience Focus on the ________ point of view Communicate ________ and __________ Build and protect ________ Use ____________ language Use ______, informal words Project a positive, ______ tone Write ________ receiver’s ethically responsibly goodwill contemporary simple tactful concisely

8. Adapting: Focusing on Receiver’s Viewpoint Congratulations! You are the Employee of the Year. Please send me . . . (You is the understood subject.) You earned an extra day of vacation because of your performance.

9. Adapting: Communicating Ethically and Responsibly State information as truthfully and fairly as possible Do not exaggerate facts Express ideas understandably Support viewpoint with facts Respect and preserve receiver’s self-worth Design honest graphics

10. Adapting: Building and Protecting Goodwill Use ___________ cautiously Avoid _____________ or demeaning expressions Use __________ tone cautiously Use _______ language appropriately Use ________ language euphemisms condescending connotative specific bias-free

11. Adapting: Using Contemporary, Easily Understood Language Eliminate outdated expressions Eliminate clichés Choose simple, informal words

12. Adapting: Writing Concisely Eliminate redundancies Use active voice Include only relevant details Eliminate clichés Do not restate ideas Tighten using prefixes, suffixes, and compound adjectives

13. Adapting: Projecting a Positive, Tactful Tone State ideas using _______ language Avoid using ______ person when stating negative ideas Use _______ voice to convey negative ideas Use __________ mood to de-emphasize negative ideas Include a ________ idea in the same sentence with a ________ one positive second passive subjunctive positive negative

14. Step 4: Select an Appropriate Outline