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Planning Business Messages. Analyze Situation. Adapt to the Audience. Revise. Gather Information. Produce Message. Compose the Message. Select Medium. Proofread Message. Get Organized. Distribute Message. The Three-Step Process. Planning. Writing. Completing.
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Analyze Situation Adapt to the Audience Revise Gather Information Produce Message Compose the Message Select Medium Proofread Message Get Organized Distribute Message The Three-Step Process Planning Writing Completing
Organizing the Message • 50% planning • 25% writing • 25% completing
Analyzing the Situation • Who is the audience? • What is the purpose?
General Inform Persuade Collaborate Specific Your goals Audience thoughts Audience actions Define Your Purpose
Analyze Your Purpose • Will anything change? • Is your purpose realistic? • Is the timing right? • Is the purpose acceptable?
Profile Your Audience • Identify primary audience • Determine size and location • Determine composition • Gauge level of understanding • Review expectations and preferences • Forecast probable reaction
Gather Information • Views of others • Company documents • Coworkers or customers • Audience input
Uncover Audience Needs • Required information • Accurate • Ethical • Pertinent
Select the Medium • Oral • Written • Visual • Electronic
Oral Communication • Conversations • Interviews • Speeches • Presentations • Meetings
Written Communication • Memos • Letters • Reports • Proposals
Visual Communication • Communicate fast • Clarify complexity • Overcome barriers • Expedite memory
Electronic Communication • Oral media • Written media • Visual media
Choosing the Right Medium • Media richness • Message formality • Media limitations • Sender intentions • Urgency and cost • Audience preferences
Organizing the Message • Makes you more productive • Helps your audience understand • Helps your audience accept • Saves time for your audience
Defining the Main Idea • The topic is the broad subject of the message • The main idea is a specific statement about the topic
Generating Creative Ideas • Brainstorming • Storyteller’s tour • Journalistic approach • Question-and-answer chain • Mind mapping
Limiting the Scope • Length Limitations • Support Points • Audience attitude • Depth of research
Choosing the Approach • Direct approach • Deductive • Indirect approach • Inductive
I. First Major Point A. First subpoint B. Second subpoint 1. Evidence 2. Evidence C. Third subpoint II. Second Major Point A. First subpoint B. Second subpoint 1.0 First Major Point 1.1 First subpoint 1.2 Second subpoint 1.2.1 Evidence 1.2.2 Evidence 1.3 Third subpoint 2.0 Second Major Point 2.1 First subpoint 2.2 Second subpoint Outlining the Content Alphanumeric Decimal
Basic Message Structure • Start with the main idea • State the major points • Illustrate with evidence