Basic Organizational Plans

1. Basic Organizational Plans Chapter 6 (Murphy)

2. The process of preparing effective business messages • Five planning steps • Basic organizational plan • Proper beginning and ending • Composing the message

3. Direct (Deductive) Approach • If audience’ reaction is favorable or neutral • Start—main news, best news • Direct Request—when less persuasion is required • GNM—when granting request, announcing favorable/ neutral information

4. Direct Request Plan 1: Main Idea • A: request, main statement, assertion, recommendation, question • B: reason, if desirable 2: Explanation • A: all necessary and desirable details & idea • B: Numbered questions, if helpful • C: easy reading devices 3: Courteous close, with motivation for action • A: clear statement of action desired • B: easy action, dated when desirable • Appreciation & goodwill

5. Good News Plan 1: Best News/ main Idea 2: Explanation • All necessary & desirable details & data 3: Positive Friendly Close • *appreciation • *clear statement of action • *when desirable • *offer of further help, reader’s benefit

6. Comparison—Direct Request Vs Good-News 1: Main Idea • A: request, main statement, assertion, recommendation, question • B: reason, if desirable 2: Explanation • A: all necessary and desirable details & idea • B: Numbered questions, if helpful • C: easy reading devices 3: Courteous close, with motivation for action • A: clear statement of action desired • B: easy action, dated when desirable • Appreciation & goodwill 1: Best News/ main Idea 2: Explanation • All necessary & desirable details & data 3: Positive Friendly Close • *appreciation • *clear statement of action • *when desirable • *offer of further help, reader’s benefit

7. Indirect (Inductive) Plan • Negative reaction expected • Beginning with the buffer—a relevant pleasant, neutral, receiver-benefit statement • Explanation before declaring the main idea • Bad news message—reader may react negatively • Persuasive message—request may face resistence • GNM/ NM—where cultural communication variables require

8. Bad News Plan • 1:Buffer (pleasant or neutral statement, reader-oriented) • 2:Explanation • A: Necessary Data—tactfully stated • B: Pertinent favorable, then unfavorable act • C: Reader benefit—Reasons • 3: Decision • Implied or expressed—alongwith offer of additional help or suggestions • 4:Positive Friendly Close • A: appreciation • B:invitation for future action required • C: easy action, dated when desirable • D: willingness to help further • E: reader benefit & goodwill

9. Persuasive Request Plan • 1: Attention • A: reader benefit • B: reader0interest theme • 2:Interest • A: descriptive details & data • B: psychological appeal • Reader benefits

10. 3:Desire • A: statement of request • B: supporting data help create reader’s desire to grant request • 4: Action • A: clear statement of action • B: easy action, dated when desirable • C: Special inducement • D: reader benefit

11. Comparison—Bad News Vs Persuasive

12. Opening paragraph • 1: appropriate opening—message • A:main news? • B: buffers? • C: attention getting statement? • 2: Considerate, courteous, concise, clear opening • A:get reader into the opening • B: relatively short • C: focus on the positive • D: courteous & conversational language • E: no unnecessary repetition • 3: completeness • A: sentence structure • B: Dates

13. Closing paragraph • 1: clear & complete request/demand • A: 5 W’s • 2: end—positive & courteous thought • Apologies, friendliness, appreciation, intimacy • 3: Concise & Correct last paragraph • No trite (commonplace) expression • No trivial details • Relatively short but complete

14. Composing the message • Drafting • Revising • Editing & Proof reading