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Planning Business Messages

Planning Business Messages. Effective Business Writing. Purposeful. Audience- Centered. Concise. Three-Step Writing Process. Step 1 Planning. Step 2 Writing. Step 3 Completing. Analyze 1 st Step of Planning Define Purpose. Organize. Revise. Investigate. Select. Produce. Adapt.

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Planning Business Messages

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  1. Planning Business Messages Business Communication Today

  2. Effective Business Writing Purposeful Audience- Centered Concise Business Communication Today

  3. Three-Step Writing Process Step 1 Planning Step 2 Writing Step 3 Completing Analyze1st Step of PlanningDefine Purpose Organize Revise Investigate Select Produce Adapt Compose Proofread Business Communication Today

  4. Analyze Your Purpose General (Inform, Persuade, or Collaborate) Specific Realism Timing Delivery Acceptability Business Communication Today

  5. Decision Makers and Key People Overall Size of Audience Overall Composition Level of Understanding Expectations and Preferences Probable Reaction Profile Your Audience Business Communication Today

  6. Gather Information Viewpoints of Others Reports and Company Documents Supervisors, Colleagues, and Customers Audience Input Business Communication Today

  7. Provide Information Use Journalistic Approach Accurate Ethical Precise Business Communication Today

  8. Channel and Medium Richer Leaner Notes, Letters, Memos Face-to-Face Telephone E-mail Fliers, Bulletins, Standard Reports A Continuum of Media Richness Business Communication Today

  9. Communication Channels Use An Oral Channel Use A Written Channel • Need immediate feedback • Relatively simple message • Don’t need permanent record • Easy to assemble audience • Encourage interaction • Don’t need immediate feedback • Detailed, complex message • Need permanent record • Large, dispersed audience • Minimize distortion Business Communication Today

  10. Voice Mail Electronic Media Teleconference Videotape Computer Conference Faxing E-mail Instant Messages Websites Global Communication Business Communication Today

  11. Advantages Electronic Communication Disadvantages Speed of Information Time-Zone Barriers Dispersed Audience Inappropriate Content Privacy Issues Reduced Productivity Business Communication Today

  12. Relating to the Audience “You” Attitude Positive Tone Credible Image Polite Treatment Bias-Free Language Corporate Image Business Communication Today

  13. Instead of This Instead of This Use This Use This The “You” Attitude To help us process this order, we must ask for another copy of the requisition. So that your order can be filled promptly, please send another copy of the requisition. You should never use that type of paper in the copy machine. That type of paper doesn’t work very well in the copy machine. Business Communication Today

  14. Emphasize the Positive Instead of This Use This (Euphemisms) • Cheap Merchandise • Toilet Paper • Used Cars • High-Calorie Food • Elderly Person • Pimples and Zits • Bargain Prices • Bathroom Tissue • Resale Cars • High-Energy Food • Senior Citizen • Complexion Problems Business Communication Today

  15. Establish Credibility Show Understanding Explain Credentials Provide Evidence Be Sincere Believe in Yourself Business Communication Today

  16. Promote Goodwill Practice Diplomacy Politeness and Courtesy Be Prompt Use Tact Business Communication Today

  17. Gender Race or Ethnicity Bias-Free Language Disability Age Bias Business Communication Today

  18. The Company’s Image • Be a spokesperson • Convey the right impression • Minimize your own views • Maximize company interests Business Communication Today

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