Planning Business Messages

1. Planning Business Messages

2. Learning Objectives • Describe the three-step writing process • Explain why it’s important to analyze the situation and define your purpose carefully before writing a message • Discuss information-gathering options for simple messages and identify three traits of quality information

3. Learning Objectives • List the factors to consider when choosing the best medium for your message • Explain why good organization is important to both you and your audience • Compare and contrast the direct and indirect approaches to organizing a message

4. 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

5. Optimizing Your Time • 50% planning • 25% writing • 25% completing

6. Planning Effectively • Find and assemble facts • Deliver compelling information • Reduce indecision as you write • Reduce reworking during completion • Minimize embarrassing blunders • Prepare for analyzing the situation

7. Analyzing the Situation • Who is the audience? • What is the purpose?

8. Define Your Purpose • General • Inform, persuade, collaborate • Specific • Your goals, audience actions and thoughts

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

10. Profile Your Audience • Identify primary audience • Determine size and location • Determine composition • Gauge level of understanding • Review expectations and preferences • Forecast probable reaction

11. Gathering Information • Uncover needs • Find your focus • Provide information

12. Select the Medium • Oral • Written • Visual • Electronic

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

14. Written Communication • Memos • Letters • Reports • Proposals

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

16. Electronic Communication • Oral media • Written media • Visual media

17. Choosing the Medium • Media richness • Message formality • Media limitations • Message urgency • Cost factors • Audience preferences

18. Organizing Information • Get to the point • Omit irrelevant ideas • Use logical groupings • Include important data

19. Organizing the Message • Helps your audience understand • Helps your audience accept • Saves time for your audience • Makes you more productive

20. Defining the Main Idea • The topic • The broad subject of the message • The main idea • A specific statement about the topic

21. Generating Ideas • Brainstorming • Mind mapping • Storyteller’s tour • Journalistic approach • Question-and-answer chain

22. Limiting Message Scope • Length Limitations • Support Points • Subject matter • Depth of research

23. Choosing the Approach • Direct or Indirect • Audience reaction • Message length • Message type

24. 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

25. 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 Organization Chart Outlines

26. Basic Message Structure • Start with the main idea • State the major points • Illustrate with evidence