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Planning
           Business Messages



Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall   Chapter 3 - 1
The Three-Step Process

  Planning                               Writing                       Completing

 Analyze Situation                         Adapt to                       Revise
                                         the Audience
Gather Information                                                        Produce

   Select Medium                                                         Proofread
                                            Compose
   Get Organized                          the Message                    Distribute
Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall           Chapter 3 - 2
Organizing the Message

                                                              50% Planning


                                                                25% Writing


                                                          25% Completing

Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall     Chapter 3 - 3
Analyzing the Situation



  Who is the                                                    What is the
  audience?                                                      purpose?



Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall    Chapter 3 - 4
Define Your Purpose
 General Purpose                                        Specific Purpose

             To Inform                                             Your Goals

          To Persuade                                     Audience Thoughts

       To Collaborate                                       Audience Actions

Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall        Chapter 3 - 5
Analyze Your Purpose
                                     Will anything change?

                                     Is the purpose realistic?

                                     Is the timing right?

                                     Is the purpose acceptable?
Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall   Chapter 3 - 6
Profile Your Audience

                                                       Primary Members


                                                        Size and location


                                                              Composition
Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall   Chapter 3 - 7
Profile Your Audience

                                                        Knowledge Level


                                                              Expectations


                                                      Probable Reaction
Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall   Chapter 3 - 8
Gather Information
                                                           Views of Others

                                                    Company Documents

                                                Coworkers or Customers

                                                           Audience Input
Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall   Chapter 3 - 9
Uncover Audience Needs

                       Required Information




    Accurate                               Ethical                     Pertinent


Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall        Chapter 3 - 10
Select the Medium

                 Oral                                              Written



              Visual                                           Electronic

Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall     Chapter 3 - 11
Oral Communication
                                                      • Conversations
                                                      • Interviews
                                                      • Speeches
                                                      • Presentations
                                                      • Meetings
Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall   Chapter 3 - 12
Written Communication

             Memos                                                     Letters



            Reports                                            Proposals

Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall             Chapter 3 - 13
Visual Communication

                                                      Communicate fast

                                                      Clarify complexity

                                                      Overcome barriers

                                                      Expedite memory
Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall   Chapter 3 - 14
Electronic Communication

           Oral Media


     Written Media


        Visual Media

Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall   Chapter 3 - 15
Choosing the Right Medium


     Media                              Message                          Media
    Richness                            Formality                      Limitations



     Sender                              Urgency                        Audience
   Intentions                            and Cost                      Preferences

Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall         Chapter 3 - 16
Organizing the Message

     Promote Productivity

     Boost Understanding

     Increase Acceptance

     Save Audience Time

Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall   Chapter 3 - 17
Defining the Main Idea

                                                        Overall Subject of
         The Topic
                                                          the Message



                                                        Specific Statement
   The Main Idea
                                                         About the Topic

Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall   Chapter 3 - 18
Generating                                                    Brainstorming
  Creativity
                                                        Journalistic Approach


                                                        Questions & Answers


                                                             Storyteller’s Tour


                                                                Mind Mapping

Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall      Chapter 3 - 19
Limiting Message Scope

  Length Issues                                          Support Points


         Audience                                                Research
         Attitude                                                 Depth
Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall   Chapter 3 - 20
Choosing the Approach

    Direct Approach                                        Indirect Approach
             (Deductive)                                               (Inductive)


                               Audience Reaction

                                 Message Length

                                   Message Type
Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall                 Chapter 3 - 21
Outlining the Content
            Alphanumeric                                                    Decimal
I.    First Major Point                                  1.0 First Major Point
    A. First subpoint                                       1.1 First subpoint
    B. Second subpoint                                      1.2 Second subpoint
       1. Evidence                                             1.2.1 Evidence
       2. Evidence                                             1.2.2 Evidence
    C. Third subpoint                                       1.3 Third subpoint
II.   Second Major Point                                 2.0 Second Major Point
    A. First subpoint                                       2.1 First subpoint
    B. Second subpoint                                      2.2 Second subpoint
     Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall             Chapter 3 - 22
Basic Message Structure

                                                 State Main Idea


                                                 State Major Points


                                                 Provide Evidence
Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall   Chapter 3 - 23

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Module 3

  • 1. Planning Business Messages Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 3 - 1
  • 2. The Three-Step Process Planning Writing Completing Analyze Situation Adapt to Revise the Audience Gather Information Produce Select Medium Proofread Compose Get Organized the Message Distribute Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 3 - 2
  • 3. Organizing the Message 50% Planning 25% Writing 25% Completing Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 3 - 3
  • 4. Analyzing the Situation Who is the What is the audience? purpose? Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 3 - 4
  • 5. Define Your Purpose General Purpose Specific Purpose To Inform Your Goals To Persuade Audience Thoughts To Collaborate Audience Actions Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 3 - 5
  • 6. Analyze Your Purpose Will anything change? Is the purpose realistic? Is the timing right? Is the purpose acceptable? Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 3 - 6
  • 7. Profile Your Audience Primary Members Size and location Composition Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 3 - 7
  • 8. Profile Your Audience Knowledge Level Expectations Probable Reaction Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 3 - 8
  • 9. Gather Information Views of Others Company Documents Coworkers or Customers Audience Input Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 3 - 9
  • 10. Uncover Audience Needs Required Information Accurate Ethical Pertinent Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 3 - 10
  • 11. Select the Medium Oral Written Visual Electronic Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 3 - 11
  • 12. Oral Communication • Conversations • Interviews • Speeches • Presentations • Meetings Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 3 - 12
  • 13. Written Communication Memos Letters Reports Proposals Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 3 - 13
  • 14. Visual Communication Communicate fast Clarify complexity Overcome barriers Expedite memory Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 3 - 14
  • 15. Electronic Communication Oral Media Written Media Visual Media Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 3 - 15
  • 16. Choosing the Right Medium Media Message Media Richness Formality Limitations Sender Urgency Audience Intentions and Cost Preferences Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 3 - 16
  • 17. Organizing the Message Promote Productivity Boost Understanding Increase Acceptance Save Audience Time Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 3 - 17
  • 18. Defining the Main Idea Overall Subject of The Topic the Message Specific Statement The Main Idea About the Topic Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 3 - 18
  • 19. Generating Brainstorming Creativity Journalistic Approach Questions & Answers Storyteller’s Tour Mind Mapping Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 3 - 19
  • 20. Limiting Message Scope Length Issues Support Points Audience Research Attitude Depth Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 3 - 20
  • 21. Choosing the Approach Direct Approach Indirect Approach (Deductive) (Inductive) Audience Reaction Message Length Message Type Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 3 - 21
  • 22. Outlining the Content Alphanumeric Decimal I. First Major Point 1.0 First Major Point A. First subpoint 1.1 First subpoint B. Second subpoint 1.2 Second subpoint 1. Evidence 1.2.1 Evidence 2. Evidence 1.2.2 Evidence C. Third subpoint 1.3 Third subpoint II. Second Major Point 2.0 Second Major Point A. First subpoint 2.1 First subpoint B. Second subpoint 2.2 Second subpoint Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 3 - 22
  • 23. Basic Message Structure State Main Idea State Major Points Provide Evidence Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 3 - 23