CH4-Planning Business Messages 5.pptx
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This chapter discusses the process of planning business messages, including analyzing the communication situation, gathering relevant information, selecting an appropriate medium, and organizing the message. It emphasizes that 50% of time should be spent planning, and outlines the three-step writing process of analyzing the situation, gathering information, and selecting the right medium. Key aspects of planning addressed include defining the purpose and audience, developing an audience profile, choosing between direct and indirect organization approaches, and creating an outline.
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Copyright © 2013 Pearson Education, Inc. publishing as Prentice Hall
Chapter 4 - *
Chapter 4
Planning Business Messages
*
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Copyright © 2013 Pearson Education, Inc. publishing as Prentice Hall
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Copyright © 2013 Pearson Education, Inc. publishing as Prentice Hall
Chapter 4 - *
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Copyright © 2013 Pearson Education, Inc. publishing as Prentice Hall
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Page 52 (BSBLDR513Communicate with influenceLearner Gu.docx
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BSBLDR513
Communicate with influence
Learner Guide
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Table of Contents
Unit of Competency4
Application4
Performance Criteria5
Foundation Skills7
Assessment Requirements8
1. Communicate clearly10
1.1 – Confirm authority to present material on behalf of a business, in accordance with organisational policies and procedures11
Communicating at work11
Different forms of communication11
Present to the needs of your organisation12
Activity 1A14
1.2 – Identify information that may be subject to confidentiality and manage appropriately14
Your organisation’s protocols14
Being confidential15
Confidentiality requirements and privacy laws15
Intellectual property16
Activity 1B17
1.3 – Identify information needs of audience and prepare a position in line with purpose of communication17
Preparing for the needs of your audience17
Provide focused communications17
Cross-cultural communications18
Activity 1C19
1.4 – Use language, written or verbal, that is appropriate for the audience19
Create the right relationship19
Use appropriate language19
Present to the audience20
Activity 1D21
1.5 – Use active listening to seek stakeholder and intra-organisational input to achieve a balanced exchange of views21
Active listening21
Who are your stakeholders?21
Look to gain feedback to ensure understanding has been made23
Activity 1E24
2. Present and negotiate persuasively24
2.1 – Map stakeholder landscape, identifying key individuals and target groups in line with organisational objectives25
Know your audience25
Let’s look at the target groups25
Activity 2A26
2.2 – Prepare realistic positions and supporting arguments in advance of the likely expectations and tactics of others26
Understanding the position of others26
Present and negotiate your information26
Strategies for dealing with negotiations27
Plan your negotiations27
Activity 2B28
2.3 – Acknowledge differences of opinion to encourage the rigorous examination of all options28
Direct a successful negotiation28
Models of communication28
Being a good communicator29
Makes sure you acknowledge the contributions of others30
Activity 2C31
Communication styles31
Understanding your own style of communication32
Activity 2D33
2.5 – Seek mutually beneficial solutions by establishing areas of common ground and potential compromise33
2.6 – Keep negotiations focused on key issues and moving forward towards a final resolution33
Find a common ground33
Keep negotiations focused36
Activity 2E37
3. Participate in and lead meetings effectively37
3.1 – Identify the need for any meetings and schedule meetings in response to the need38
What is the need for your meeting?38
Activity 3A39
3.2 – Prepare materials relating to key issues and disseminate in advance39
3.3 – Develop and circulate an agenda, and use efficient, inclusive meeting procedures to maximise participation and maintain order39
The agenda39
Inclusive meeting procedures39
Go to meetings prepared40
Disseminate your information41
Activity 3B41
3.4 – Achieve agree ...
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Information Literacy For the Information Literate Rajen Ruth
Information Literacy for the Information Literate is part of the UNESCO Train the Trainers program
with Rajen Munoo
Now available as an article:
Information literacy for the information literate: A model and case study from the Wuhan UNESCO training the trainers in information literacy program
The International Information & Library Review, Volume 42, Issue 2, June 2010, Pages 84-90
Ruth A. Pagell, Rajen Munoo
Bba101 communication skills
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Bovee bct12 ppt_ch04
This document discusses the process of planning business messages. It covers analyzing the situation by defining the purpose and audience, gathering relevant information, selecting the appropriate communication medium, and organizing the content. The key aspects of planning outlined are using the three-step writing process of planning, writing, and completion; allocating 50% of time to planning; and defining the main idea, outlining the content, and structuring the message effectively.
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Constructing Effective Business Messages Part I· · Due Jan 04,.docx
Constructing Effective Business Messages Part I
·
· Due Jan 04, 5:59 PM
· Not Submitted
· POINTS 14
· Paper
Select a product or service for this assignment in which you believe your organization should invest capital resources to develop for sale in a global environment.
Review Ch. 4 of Business Communication Essentials.
Create a Microsoft® Word analysis of no more than 1,400 words that includes the following:
· Describe the product or service, including its main characteristics.
· Why do you believe this product is worthwhile?
· A profile of your audience/s. Why are these audience/s important? How different would you approach each audience?
· Explain how you would establish credibility.
Explain why you selected the channel.
Select the appropriate channel for delivering your message based on context, audience, and purpose.
Format your assignment consistent with APA guidelines.
Click the Assignment Files tab to submit your assignment.
.
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- 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