Planning Business Messages
Effective Business Writing Purposeful Concise Audience- Centered
Three-Step Writing Process Step 1 Planning Step 3 Completing Step 2  Writing Analyze Investigate Adapt Organize Select Com...
Analyze Your Purpose General Specific Timing Delivery Acceptability Realism
Profile Your Audience Decision Makers and Key People Overall Size of Audience Overall Composition Level of Understanding E...
Gather Information Viewpoints of Others Supervisors,  Colleagues, and  Customers Reports and Company Documents Audience In...
Provide Information Ethical Precise Accurate
Channel and Medium A Continuum of Media Richness Face-to-Face Telephone E-mail Notes, Letters,  Memos Fliers, Bulletins, S...
Communication Channels Use An Oral Channel Use A Written Channel  <ul><li>Don’t need immediate feedback </li></ul><ul><li>...
Electronic Media Voice Mail Videotape Faxing Instant Messages Teleconference Computer Conference E-mail Websites Global Co...
Reduced Productivity Privacy Issues Inappropriate Content Speed of Information Time-Zone Barriers Dispersed Audience Elect...
Relating to the Audience “ You” Attitude Positive Tone Credible Image Polite Treatment Bias-Free Language Corporate Image
The “You” Attitude To help us process this order, we must ask for another copy of the requisition. So that your order can ...
Emphasize the Positive Instead of This Use This <ul><li>Cheap Merchandise </li></ul><ul><li>Toilet Paper </li></ul><ul><li...
Establish Credibility Provide Evidence Be Sincere Believe in Yourself Show Understanding Explain Credentials
Practice Diplomacy Promote Goodwill Be Prompt Use Tact Politeness and Courtesy
Bias-Free Language Gender Race or Ethnicity Age Bias Disability
The Company’s Image <ul><li>Be a spokesperson </li></ul><ul><li>Convey the right impression </li></ul><ul><li>Minimize you...
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Business comm ch 4 presentation

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Business comm ch 4 presentation

  1. 1. Planning Business Messages
  2. 2. Effective Business Writing Purposeful Concise Audience- Centered
  3. 3. Three-Step Writing Process Step 1 Planning Step 3 Completing Step 2 Writing Analyze Investigate Adapt Organize Select Compose Revise Produce Proofread
  4. 4. Analyze Your Purpose General Specific Timing Delivery Acceptability Realism
  5. 5. Profile Your Audience Decision Makers and Key People Overall Size of Audience Overall Composition Level of Understanding Expectations and Preferences Probable Reaction
  6. 6. Gather Information Viewpoints of Others Supervisors, Colleagues, and Customers Reports and Company Documents Audience Input
  7. 7. Provide Information Ethical Precise Accurate
  8. 8. Channel and Medium A Continuum of Media Richness Face-to-Face Telephone E-mail Notes, Letters, Memos Fliers, Bulletins, Standard Reports Richer Leaner
  9. 9. Communication Channels Use An Oral Channel Use A Written Channel <ul><li>Don’t need immediate feedback </li></ul><ul><li>Detailed, complex message </li></ul><ul><li>Need permanent record </li></ul><ul><li>Large, dispersed audience </li></ul><ul><li>Minimize distortion </li></ul><ul><li>Need immediate feedback </li></ul><ul><li>Relatively simple message </li></ul><ul><li>Don’t need permanent record </li></ul><ul><li>Easy to assemble audience </li></ul><ul><li>Encourage interaction </li></ul>
  10. 10. Electronic Media Voice Mail Videotape Faxing Instant Messages Teleconference Computer Conference E-mail Websites Global Communication
  11. 11. Reduced Productivity Privacy Issues Inappropriate Content Speed of Information Time-Zone Barriers Dispersed Audience Electronic Communication Disadvantages Advantages
  12. 12. Relating to the Audience “ You” Attitude Positive Tone Credible Image Polite Treatment Bias-Free Language Corporate Image
  13. 13. The “You” Attitude To help us process this order, we must ask for another copy of the requisition. So that your order can be filled promptly, please send another copy of the requisition. You should never use that type of paper in the copy machine. That type of paper doesn’t work very well in the copy machine. Instead of This Use This Instead of This Use This
  14. 14. Emphasize the Positive Instead of This Use This <ul><li>Cheap Merchandise </li></ul><ul><li>Toilet Paper </li></ul><ul><li>Used Cars </li></ul><ul><li>High-Calorie Food </li></ul><ul><li>Elderly Person </li></ul><ul><li>Pimples and Zits </li></ul><ul><li>Bargain Prices </li></ul><ul><li>Bathroom Tissue </li></ul><ul><li>Resale Cars </li></ul><ul><li>High-Energy Food </li></ul><ul><li>Senior Citizen </li></ul><ul><li>Complexion Problems </li></ul>
  15. 15. Establish Credibility Provide Evidence Be Sincere Believe in Yourself Show Understanding Explain Credentials
  16. 16. Practice Diplomacy Promote Goodwill Be Prompt Use Tact Politeness and Courtesy
  17. 17. Bias-Free Language Gender Race or Ethnicity Age Bias Disability
  18. 18. The Company’s Image <ul><li>Be a spokesperson </li></ul><ul><li>Convey the right impression </li></ul><ul><li>Minimize your own views </li></ul><ul><li>Maximize company interests </li></ul>

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