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Chapter 4

Chapter 4. Planning Business Messages. Learning Objectives. Describe the three-step writing process Explain why it’s important to analyze a communication situation in order to define your purpose and profile your audience before writing a message

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Chapter 4

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  1. Chapter 4 Planning Business Messages

  2. Learning Objectives • Describe the three-step writing process • Explain why it’s important to analyze a communication situation in order to define your purpose and profile your audience before writing a message • Discuss information gathering options for simple messages, and identify three attributes of quality information

  3. Learning Objectives • List the factors to consider when choosing the most appropriate medium for a message • Explain why good organization is important to both you and your audience, and list the tasks involved in organizing a message

  4. Planning Writing Completing Analyze Situation Adapt to the Audience Revise Gather Information Produce Compose the Message Select Medium Proofread Get Organized Distribute The Three-Step Process

  5. Optimizing Your Time

  6. Who is the audience? What is the purpose? Analyzing the Situation

  7. General Purpose Specific Purpose To Inform Your Goals To Persuade Audience Actions To Collaborate Audience Thoughts Defining Your Purpose

  8. Knowledge Level Primary Members Expectations Size and Location Probable Reaction Composition Profiling Your Audience

  9. Audience Analysis Notes

  10. Consider Audience Perspective Review Company Documents Talk with Stakeholder And Colleagues Gathering Quality Information

  11. Written Oral Visual Electronic Selecting the Best Medium

  12. Oral Communication • Conversations • Interviews • Speeches • Presentations • Meetings

  13. Memos Letters Reports Blogs Written Communication

  14. Visual Media

  15. Electronic Media

  16. Media Richness Message Formality Media Limitations Message Urgency Cost Factors Audience Preferences Choosing the Medium

  17. The Audience The Writer Understanding Efficiency Acceptance Energy Career Time Recognizing the Importance of Organization

  18. Overall Subject of the Message Specific Statement About the Topic Defining the Main Idea The Topic The Main Idea

  19. Defining Topic & Main Idea

  20. Limiting Message Scope The scope of this blog post by the U.S. Commerce Department’s International Trade Administration is limited to a single, distinct idea: correcting the misconception that foreign companies invest in the United States primarily because of government incentives such as tax breaks.

  21. Direct Approach Indirect Approach Audience Reaction Message Length Message Type Choosing the Approach

  22. Outlining the Content • First Major Point • First subpoint • Second subpoint • Examples & Evidence • Examples & Evidence • Detail • Detail • Examples & Evidence • Third subpoint • Second Major Point • First subpoint • Examples & Evidence • Examples & Evidence

  23. The Main Idea I. Major Point II. Major Point III. Major Point A. Evidence A. Evidence A. Evidence B. Evidence B. Evidence B. Evidence C. Evidence C. Evidence C. Evidence Organization Chart Outlines

  24. Providing Examples & Evidence

  25. Storytelling as a Way to Organize Message

  26. Summary of Objectives

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