Assignments Turned In Communication and Technology Planning and Writing of Business Messages

1. Topics for Week 3 • Assignments Turned In • Communication and Technology • Planning and Writing of Business Messages • Team Project: Timeline • Quiz

2. Building Business Communication Skills Ethical Considerations Audience-Centered Approach Intercultural Sensitivity Workplace Sensitivity Communication Technology

3. Voice Technologies Virtual Agents Mobile Communication Networking Advances Communication Technology

4. Activity: Technology • Form groups of 3-4 people. • After being assigned a communication technology type, • describe the features • identify the advantages and disadvantages of using the technology • identify an example of when a business would effectively use it • Identify a spokesperson to report out.

5. Maintain Perspective Boost Productivity Reconnect with People Using Technological Tools Internet Voice Mail E-mail Mobile Computing

6. Planning Business Messages

7. Business Messages Purposeful Audience-Centered Efficient

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

9. Define Your Purpose AIMO • Ask specific questions to identify purpose: • What observable, specific outcome(s) do I want? • What will success look like? Collaborate and promote goodwill Inform employees or customers Persuade

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

11. Primary members Knowledge Level Size and location Expectations Composition Probable reaction Analyze Your Audience AIMO

12. Example of Audience Analysis

13. Activity: Audience Analysis In groups of 3. . . . • Receive assignment on page 68. • Complete activity to analyze audiences: • Who is my audience? • What is my audience’s attitude toward the subject? • What does my audience need to know? • Identify a spokesperson to report out.

14. Activity: Your Team’s Audience In your project teams, identify the following for your audience: • Concerns- what is your audience concerned about • Customers – who are they and what are their needs/expectations • Primary areas of concern/focus • Probable reaction/concerns to your persuasion • What information they need to know about your subject to be persuaded

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

16. Gathering Information AIMO Company documents and reports Interviews Viewpoints/input from others Survey Internet/electronic databases Brainstorming Business books Periodicals

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

18. Select the Right Medium AIMO Oral Media Written Media

19. Telephone Calls Voice Mail Teleconferencing and Meeting Online Videotapes and DVDs Electronic Documents Faxes and E-mail Instant Messaging Websites, Blogs and Podcasts Electronic Media Global Communication

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

21. Sequencing Messages AIMO Direct Approach Indirect Approach Audience Reaction Message Length Message Type

22. Audience Reaction Eager/Interested/ Pleased/Neutral Displeased Uninterested/Unwilling Message Opening Main idea, good news, or request Neutral buffer statement Attention-getting statement/question Message Body Necessary details Reasons/justification, bad news, positive suggestion Arousing interest, building desire Message Closing Cordial comment or statement about specific action Cordial close Request for action Choosing the Approach AIMO

23. Direct Approach Direct Approach Organizing Business Messages Main idea comes first followed by details and explanations

24. Direct Approach

25. Indirect Approach Indirect Approach Explanation precedes main idea Organizing Business Messages

26. Indirect Approach

27. Activity: Choosing the Approach In pairs. . . • Receive assignment on page 69. • Complete the activity, identifying the most appropriate approach (direct or indirect). • Identify a spokesperson to report out.

28. Writing Business Messages

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

30. Adapt to the Audience AC Sensitivity Relationships Style and Tone

31. Audience Sensitivity AC Adopt a “You” Attitude Demonstrate Business Etiquette Emphasize the Positive Use Bias-Free Language

32. The “You” Attitude AC Speak in terms of your audience’s wishes, interests, hopes and preferences.

33. The “You” Attitude

34. Activity: Using the “You” Attitude In pairs. . . • Receive assignment on page 94. • Complete activity, identifying revisions to ineffectively written statements. • Write effectively written statements. • Identify a spokesperson to report out.

35. Emphasize the Positive Inform readers of what can be done instead of what cannot be done. AC

36. Emphasize the Positive Instead of This Use This • Cheap Merchandise • Fake • Used Cars • Failing • Elderly Person • Pimples and Zits • Bargain Prices • Imitation or faux • Resale Cars • Underperforming • Senior Citizen • Complexion Problems

37. Activity: Emphasizing the Positive In pairs. . . • Receive assignment on page 94. • Complete activity, identifying revisions to ineffectively written statements. • Write effectively written statements. • Identify a spokesperson to report out.

38. A Strong Audience Relationship AC Establish Your Credibility Build the Company’s Image

39. Straightforward Easy to Understand Conversational Writing in Plain English AC

40. Activity In groups of 3 people. . . • Review the example of a business message. • Discuss the following: • purpose • primary audience • readability • Critique the following: • conversational, yet professional • positive, familiar language • inclusive language • Identify spokesperson to report out.

41. Word Choice Sentences Paragraphs Composing the Message AC