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Planning Business Messages

Planning Business Messages. Three-Step Writing Process. Planning Writing Completing. Optimizing Writing Time. Planning 50% Writing 25% Completing 25%. Analyze the Situation. Define your purpose Profile your audience. General Inform Persuade Collaborate. Specific Outcomes

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Planning Business Messages

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  1. Planning Business Messages Business Communication Today, 9e

  2. Three-Step Writing Process • Planning • Writing • Completing Business Communication Today, 9e

  3. Optimizing Writing Time • Planning 50% • Writing 25% • Completing 25% Business Communication Today, 9e

  4. Analyze the Situation • Define your purpose • Profile your audience Business Communication Today, 9e

  5. General Inform Persuade Collaborate Specific Outcomes Timing and realism Acceptability Define Your Purpose Business Communication Today, 9e

  6. Profile Your Audience • Identify primary audience • Determine size and location • Determine composition • Gauge level of understanding • Project expectations and preferences • Forecast probable reaction Business Communication Today, 9e

  7. Gather Information • Informal methods • Viewpoints of others • Reports and company documents • Supervisors, colleagues, customers • Audience input Business Communication Today, 9e

  8. Determine Audience Needs • Provide accurate information • Provide ethical information • Provide pertinent information Business Communication Today, 9e

  9. Selecting the Medium • Oral media • Written media • Visual media • Electronic media Business Communication Today, 9e

  10. Oral Communication • Face-to-face conversations • Interviews • Speeches • Presentations • Meetings Business Communication Today, 9e

  11. Advantages Immediate feedback Ease of interaction Rich nonverbal cues Emotional content Disadvantages Minimal participation Nonpermanent Reduced control No editing or revision Analysis of Oral Media Business Communication Today, 9e

  12. Written Communication • Memos • Letters • Reports • Proposals Business Communication Today, 9e

  13. Advantages Message control Audience reach Permanent record Minimize distortion Disadvantages Delayed feedback Lacks nonverbal cues Creation and distribution Preparation and production Analysis of Written Media Business Communication Today, 9e

  14. Visual Communication • Charts • Graphs • Diagrams Business Communication Today, 9e

  15. Advantages Expedite communication Less intimidating Assist audience Disadvantages Learning curve Preparation time Transmittal and storage Analysis of Visual Media Business Communication Today, 9e

  16. Electronic Communication • Oral communication • Telephone calls, teleconferencing, voicemail, audio CDs, podcasts • Written communication • Email, instant messaging, websites, wikis • Visual communication • Electronic presentations, computer animation, video Business Communication Today, 9e

  17. Advantages Delivery speed Audience reach Multimedia Accessibility Disadvantages Overuse Privacy issues Security risks Productivity Analysis of Electronic Media Business Communication Today, 9e

  18. Choosing the Right Media • Media richness • Message formality • Media limitations • Sender intentions • Urgency and cost • Audience preferences Business Communication Today, 9e

  19. Organizing Information • Get to the point • Omit irrelevant details • Organize your ideas • Indicate necessary information Business Communication Today, 9e

  20. Importance of Organization • Improves productivity • Boosts understanding • Increases acceptance • Saves audience time Business Communication Today, 9e

  21. Define the Main Idea • General purpose • Specific purpose • Basic topic • Main idea Business Communication Today, 9e

  22. Generating Ideas • Brainstorming • Mapping • Storyteller’s tour • Journalistic approach • Question-answer chain Business Communication Today, 9e

  23. Limiting the Scope • Time and space • Number of main ideas • Audience attitude • Depth of research Business Communication Today, 9e

  24. Sequencing the Message • Direct approach • Deductive • Indirect approach • Inductive Business Communication Today, 9e

  25. Classifying Messages Message Type Audience Reaction Type of Approach Routine, Good-News or Good Will Pleased Or Neutral Direct Bad News Displeased Indirect Persuasive Uninterested or Unwilling Indirect Business Communication Today, 9e

  26. First Major Part First subpoint Second subpoint Evidence Evidence Third subpoint Second Major Point First subpoint Second subpoint 1.0 First Major Part 1.1 First subpoint 1.2 Second subpoint 1.2.1 Evidence 1.2.2 Evidence 1.2.3 Third subpoint 2.0 Second Major Point 2.1 First subpoint 2.2 Second subpoint Outlining Content Alphanumeric Decimal Business Communication Today, 9e

  27. Organization Chart Outlines 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 Business Communication Today, 9e

  28. Organizing Messages • State the main idea • State major points • Provide evidence Business Communication Today, 9e

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