Chapter 4

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Chapter 4

  1. 1. PLANNING BUSINESS MESSAGES Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 1
  2. 2. The Three-Step Process Planning Writing Completing Analyze Situation Adapt to the Audience Revise Gather Information Select Medium Get Organized Compose the Message Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall Produce Proofread Distribute Chapter 4 - 2
  3. 3. OPTIMIZING YOUR TIME 50% Planning 25% Completing 25% Writing Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 3
  4. 4. Analyzing the Situation Who is the Audience? What is the Purpose? Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 4
  5. 5. Define Your Purpose General Purpose Specific Purpose To Inform Your Goals To Persuade Audience Actions To Collaborate Audience Thoughts Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 5
  6. 6. Check Your Purpose What will change? Is it acceptable? Is the timing Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall right? Is it realistic? Chapter 4 - 6
  7. 7. Profile Your Audience Primary Members Knowledge Level Size and Location Expectations Composition Probable Reaction Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 7
  8. 8. Gathering Information Uncover needs Provide information Find your focus Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 8
  9. 9. Select the Medium Oral Visual Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall Written Electronic Chapter 4 - 9
  10. 10. Oral communication • Conversations • Interviews • Speeches or Presentations • Meetings Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 10
  11. 11. Written Communication Memos Letters Reports Proposals Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 11
  12. 12. Visual Communication  Powerpoint  Graphs, Charts, etc.  Video  Multimedia Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 12
  13. 13. Electronic Communication • Oral Media • Written Media • Visual Media Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 13
  14. 14. Choosing the Medium Media Richness Message Formality Media Limitations Message Urgency Cost Factors Audience Preferences Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 14
  15. 15. Benefits of Organization Figure 4.8 Good Organization Clear Thinking Easy to Understand Well Received and Clearly Understood Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 15
  16. 16. Defining the Main Idea The Topic Overall Subject of the Message The Main Idea Specific Statement About the Topic Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 16
  17. 17. Generating ideas: Brainstorming
  18. 18. Generating ideas: Mind mapping
  19. 19. Generating ideas: Question-andanswer chain Work back towards your message beginning with anticipated audience questions
  20. 20. Generating ideas: Informal outline
  21. 21. Limiting Message Scope Based on Audience Knowledge Only relevant supporting information Information overload
  22. 22. Choosing the Approach Direct Approach Indirect Approach Receptive or Skeptical Audience Message Length e.g., Short versus Longer Message Type—Routine and Copyright © 2011 Pearson Education, Inc. Positive, publishing as Prentice Hall Negative, Persuasive Chapter 4 - 22
  23. 23. Basic Message Structure State main idea State major points Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall Provide evidence Chapter 4 - 23
  24. 24. Organizing the Content: The Formal Outline Alphanumeric 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 Decimal 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 Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 24
  25. 25. Organization Chart Outlines 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. Evidence25 Chapter 4 - Copyright © 2011 Pearson Education, Inc. publishing as Prentice Hall

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