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Planning Business Messages

Planning Business Messages. 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. 50% Planning. 25% Writing. 25% Completing.

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Planning Business Messages

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  1. Planning Business Messages

  2. 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

  3. 50% Planning 25% Writing 25% Completing Organizing the Message

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

  5. To Inform Your Goals To Persuade Audience Thoughts To Collaborate Audience Actions Define Your Purpose General Purpose Specific Purpose

  6. Will anything change? • Is the purpose realistic? • Is the timing right? • Is the purpose acceptable? Analyze Your Purpose

  7. Primary Members Size and location Composition Profile Your Audience

  8. Knowledge Level Expectations Probable Reaction Profile Your Audience

  9. Views of Others Company Documents Coworkers or Customers Audience Input Gather Information

  10. Required Information Accurate Ethical Pertinent Uncover Audience Needs

  11. Select the Medium Oral Written Visual Electronic

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

  13. Memos Letters Reports Proposals Written Communication

  14. Visual Communication • Communicate fast • Clarify complexity • Overcome barriers • Expedite memory

  15. Oral Media Written Media Visual Media Electronic Communication

  16. Choosing the Right Medium Media Richness Message Formality Media Limitations Sender Intentions Urgency and Cost Audience Preferences

  17. Promote Productivity Boost Understanding Increase Acceptance Save Audience Time Organizing the Message

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

  19. Brainstorming Journalistic Approach Questions & Answers Storyteller’s Tour Mind Mapping Generating Creativity

  20. Limiting Message Scope Length Issues Support Points Audience Attitude Research Depth

  21. Direct Approach (Deductive) Indirect Approach (Inductive) Audience Reaction Message Length Message Type Choosing the Approach

  22. First Major Point First subpoint Second subpoint Evidence Evidence Third subpoint Second Major Point First subpoint Second subpoint 1.0First Major Point 1.1 First subpoint 1.2 Second subpoint 1.2.1 Evidence 1.2.2 Evidence 1.3 Third subpoint 2.0Second Major Point 2.1 First subpoint 2.2 Second subpoint Outlining the Content Alphanumeric Decimal

  23. State Main Idea • State Major Points • Provide Evidence Basic Message Structure

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