Best of all

1. Chapter 4
Planning Business
Messages
Chapter 4 - 1

2. Learning Objectives
1. Describe the three-step writing process
2. Explain why it’s important to analyze a communication situation and
define your purpose carefully before writing a message
3. Discuss information gathering options for simple messages, and
identify three attributes of quality information
4. List the factors to consider when choosing the most appropriate
medium for a message
5. Explain why good organization is important to both you and your
audience.
6. Explain the differences between the direct and indirect approaches to
organization a message.
Chapter 4 - 2

3. Understanding The Three-Step Writing
Process
Analyze The Situation
Gather Information
Select The right Medium
Organize the information
Revise the Message
Produce The Messages
Proofread The Message
Distribute The Message
Adapt to
Your Audience
Compose
the Message
Planning Completing
Writing
Chapter 4 - 3
Optimize your time 50% Planning
25% Writing
25% Completing

4. Analyzing the Situation
Who is the
audience?
What is the
purpose?
Chapter 4 - 4

5. Defining Your Purpose
General Purpose Specific Purpose
To Inform
To Persuade
To Collaborate
Your Goals
Audience Actions
Audience Thoughts
Chapter 4 - 5

6. Chapter 1 - 6
Check Your Purpose
What will change?
Is it realistic?
Is the timing right?
Is it acceptable?

7. Developing an Audience
Profile
Gauge audience members
Level of Understanding
Understand audience
expectations & preferences
Forecast Probable Audience
Reaction
Identify your primary
audience
Determine audience size
and geographic
distribution
Determine Audience
Composition
Chapter 4 - 7

8. Figure 4.3 : Audience
Analysis Notes
Chapter 4 - 8

9. Gathering Information
Consider Audience Perspective
Read reports and other company documents
Talk with supervisors, Colleagues, customers.
Ask your audience for input
Chapter 4 - 9
Uncover Needs
Find Your Focus
Provide Information

10. Selecting the Right Medium
Oral Written
Electronic
Visual
Chapter 4 - 10

11. Chapter 1 - 11
Oral Media
• Conversations
• Interviews
• Speeches
• Presentations
• Meetings

12. Written Media
Memos Letters
Reports Proposals
Chapter 4 - 12

13. Chapter 1 - 13
Visual Media
Communicate Fast
Clarify Complexity
Overcome Barriers
Expedite Memory

14. Electronic Media
Oral Media
Written Media
Visual Media
Chapter 4 - 14

15. TABLE 4.1: Media Advantages
and Disadvantages
Chapter 4 - 15

16. Factors to Consider When
Choosing Medium
Message
Urgency
Cost
Factors
Audience
Preferences
Media
Richness
Media
Limitations
Message
Formality
Chapter 4 - 16

17. FIGURE 4.8: E-Mail Message
with Improved Organization
Chapter 4 - 17

18. Recognizing the Importance of
Good Organization
The Audience The Writer
Understanding
Acceptance
Time
Efficiency
Energy
Career
Chapter 4 - 18

19. FIGURE 4.9: Message Demonstrating a
Diplomatic Organization Plan
Chapter 4 - 19

20. Defining the Main Idea
Overall Subject
of the Message
Specific Statement
About the Topic
The
Topic
The
Main Idea
Chapter 4 - 20

21. Generating Ideas
Chapter 4 - 21
Brainstorming
Journalistic approach
Question-and-answer chain
Storyteller’s tour
Mind mapping

22. TABLE 4.2:Defining Topic
and Main Idea
Chapter 4 - 22

23. Chapter 1 - 23
Limiting your Scope
Length Limits
Support Points
Subject Matter
Audience Knowledge

24. Choosing the Approach
Direct Approach Indirect Approach
Audience Reaction
Message Length
Message Type
Chapter 4 - 24

25. FIGURE 4.10: Choosing
Between the Direct and
Indirect Approaches
Chapter 4 - 25

26. Outlining the Content
Chapter 4 - 26

27. Organization Chart Method
Outlines
Chapter 4 - 27

28. Chapter 1 - 28
Basic Message Structure
State Main Idea
State Major Points
Provide Evidence