More Related Content More from Jayati Poddar (11) 1. Planning
Business Messages
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2. Three-Step Writing
Process
• Planning
• Writing
• Completing
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4. Analyze the Situation
• Define your purpose
• Profile your audience
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5. Define Your Purpose
• General • Specific
– Inform – Realism
– Persuade – Timing
– Collaborate – Delivery
– Acceptability
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6. Test Your Purpose
1. What will your message change?
2. Is your purpose realistic?
3. Is the timing right?
4. Is the right person delivering it?
5. Is your purpose acceptable?
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7. Profile Your Audience
• Identify primary audience
• Determine size
• Determine composition
• Gauge level of knowledge
• Project expectations and preferences
• Estimate probable reaction
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8. Gather Information
• Informal methods
– Viewpoints of others
– Reports and company documents
– Supervisors, colleagues, customers
– Audience input
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9. Provide Information
• Be sure information is accurate
• Be sure information is ethical
• Be sure information is pertinent
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10. Selecting the Right
Medium
• Oral
• Written
• Electronic
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11. Analysis of Oral Media
• Advantages
– Immediate feedback
– Ease of interaction
– Rich nonverbal cues
– Emotional content
• Disadvantages
– Restricted participation
– Nonpermanent
– Reduced control
– No editing or revision
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12. Analysis of Written Media
• Advantages
– Planning and control
– Permanent record
– Wide audience
– Minimize distortion
• Disadvantages
– Delayed feedback
– Lacks nonverbal cues
– Creation and distribution
– Preparation and production
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13. Electronic Media
• Voice mail • Faxing
• Teleconferencing • E-mail
• Videotape • Instant messaging
• Computer • Websites
conferencing
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14. Advantages
of Electronic Media
• Delivery speed
• Audience reach
• Multimedia
• Accessibility
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15. Disadvantages
of Electronic Media
• Tension or conflict
• Overuse
• Privacy issues
• Productivity
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16. Continuum
of Media Richness
• Media richness
– Leaner
• Fliers, bulletins, and reports
– Richer
• Conversations, meetings, presentations
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17. Choosing the Right Media
• Message formality
• Media limitations
• Sender intentions
• Urgency and cost
• Audience preferences
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18. Organizing Messages
• Get to the point
• Omit irrelevant details
• Use logical groupings
• Indicate relevant ideas
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19. Why Is Organization
So Important?
• Improves productivity
• Boosts understanding
• Increases acceptance
• Saves audience time
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20. Define the Main Idea
1. General purpose
2. Specific purpose
3. Basic topic
4. Main idea
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21. Generating Ideas
• Brainstorming
• Mapping
• Storyteller’s tour
• Journalistic approach
• Question-answer chain
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22. Limiting the Scope
• Time and space
• Number of main ideas
• Audience attitude
• Depth of research
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23. Sequencing the Message
• Direct approach
– Deductive
• Indirect approach
– Inductive
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24. Classifying Messages
Message Audience Type of
Type Reaction Approach
Routine, Good-News Pleased Direct
or Good Will Or Neutral
Bad News Displeased Indirect
Uninterested
Persuasive Indirect
or Unwilling
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25. Constructing Outlines
Alphanumeric Decimal
I. First Major Part 1.0 First Major Part
A. First subpoint 1.1 First subpoint
B. Second subpoint 1.2 Second subpoint
1. Evidence 1.2.1Evidence
2. Evidence 1.2.2Evidence
A. Third subpoint 1.2.3 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
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26. Charting Organizations
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
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Editor's Notes Once you have defined your specific purpose, you can decide whether that purpose merits the time and effort required for you to prepare and send it. Test your purpose by asking five questions: Will anything change as a result of your message? Is your purpose realistic? Is the time right? Is the right person delivering the message? Is your purpose acceptable to the organization? Once you are satisfied (1) that you have a clear and meaningful purpose and (2) that now is a smart time to proceed, your next step is to understand the members of your audience and their needs.
