of 31
8/10/2019 BCT11 Ch 04
1/31
Copyright 2012 Pearson Education Chapter 4 - 1
PlanningPlanning
Business MessagesBusiness Messages
8/10/2019 BCT11 Ch 04
2/31
Copyright 2012 Pearson Education Chapter 4 - 2
Learning ObjectivesLearning Objectives
Using the Three-Step Writing Process
Analying the situation
!athering in"or#ation
Selecting the right #ediu#
$rganiing your in"or#ation
8/10/2019 BCT11 Ch 04
3/31
Understanding the Three-Understanding the Three-
Step Writing ProcessStep Writing Process
Copyright 2012 Pearson Education Chapter 4 - %
8/10/2019 BCT11 Ch 04
4/31
Copyright 2012 Pearson Education Chapter 4 - 4
The Three-Step ProcessThe Three-Step Process
Writing Co#pletingPlanning
Situation
Information
Medium
Organization
Revise
Produce
Proofread
Distribute
Adapt to
the Audience
Compose
the Message
8/10/2019 BCT11 Ch 04
5/31
Copyright 2012 Pearson Education Chapter 4 - &
Optimizing Writing TimeOptimizing Writing Time
&0' planning the #essage
2&' (riting the #essage
2&' co#pleting the #essage
8/10/2019 BCT11 Ch 04
6/31
Copyright 2012 Pearson Education Chapter 4 - )
Planning !ectivel"Planning !ectivel"
Pro*iding in"or#ation
E+pediting (riting
,ini#iing #istaes
8/10/2019 BCT11 Ch 04
7/31
#nal"zing the Situation#nal"zing the Situation
Copyright 2012 Pearson Education Chapter 4 - .
8/10/2019 BCT11 Ch 04
8/31
Copyright 2012 Pearson Education Chapter 4 - /
$e%ne &our Purpose$e%ne &our Purpose
!eneral
n"or# persuade and collaorate
Speci"ic
3our goals audience actions and
thoughts
8/10/2019 BCT11 Ch 04
9/31
Copyright 2012 Pearson Education Chapter 4 -
#nal"ze &our Purpose#nal"ze &our Purpose
Will anything change5
s your purpose realistic5
s the ti#ing right5
s the purpose acceptale5
8/10/2019 BCT11 Ch 04
10/31
Copyright 2012 Pearson Education Chapter 4 - 10
Pro%le &our #udiencePro%le &our #udience
denti"y pri#ary audience
6eter#ine sie and location
6eter#ine co#position
!auge le*el o" understanding
7e*ie( e+pectations and pre"erences
8orecast proale reaction
8/10/2019 BCT11 Ch 04
11/31
'athering (n)ormation'athering (n)ormation
Copyright 2012 Pearson Education Chapter 4 - 11
8/10/2019 BCT11 Ch 04
12/31
Copyright 2012 Pearson Education Chapter 4 - 12
(n)ormal Techni*ues(n)ormal Techni*ues
Consider audience perspecti*e
See co##unity input
Co#pany reports and docu#ents
As audience "or input
8/10/2019 BCT11 Ch 04
13/31
Copyright 2012 Pearson Education Chapter 4 - 1%
Uncover #udience +eedsUncover #udience +eeds
$*ious in"or#ation needs
9idden in"or#ation needs
8/10/2019 BCT11 Ch 04
14/31
Copyright 2012 Pearson Education Chapter 4 - 14
,inding &our ,ocus,inding &our ,ocus
6isco*ery techni:ues
8ree (riting
Setching
8/10/2019 BCT11 Ch 04
15/31
Copyright 2012 Pearson Education Chapter 4 - 1&
Provide (n)ormationProvide (n)ormation
Accurate
Ethical
Pertinent
8/10/2019 BCT11 Ch 04
16/31
Selecting the ight MediumSelecting the ight Medium
Copyright 2012 Pearson Education Chapter 4 - 1)
8/10/2019 BCT11 Ch 04
17/31
Copyright 2012 Pearson Education Chapter 4 - 1.
Oral MediaOral Media
Con*ersations
nter*ie(s
Speeches
Presentations
,eetings
8/10/2019 BCT11 Ch 04
18/31
Copyright 2012 Pearson Education Chapter 4 - 1/
Written MediaWritten Media
,e#os
;etters
7eports
Proposals
8/10/2019 BCT11 Ch 04
19/31
Copyright 2012 Pearson Education Chapter 4 - 1
.isual Media.isual Media
Co##unicate "ast
Clari"y co#ple+ity
$*erco#e arriers
E+pedite #e#ory
8/10/2019 BCT11 Ch 04
20/31
Copyright 2012 Pearson Education Chapter 4 - 20
lectronic Medialectronic Media
Speaing
Writing
8/10/2019 BCT11 Ch 04
21/31
Copyright 2012 Pearson Education Chapter 4 - 21
/hoosing the Medium/hoosing the Medium
,edia richness
,essage "or#ality
,edia li#itations
,essage urgency
Cost "actors
Audience pre"erences
8/10/2019 BCT11 Ch 04
22/31
Organizing (n)ormationOrganizing (n)ormation
Copyright 2012 Pearson Education Chapter 4 - 22
8/10/2019 BCT11 Ch 04
23/31
Copyright 2012 Pearson Education Chapter 4 - 2%
Organizing the MessageOrganizing the Message
9elps your audience
Sa*es ti#e
=oosts understanding and acceptance
9elps you
Sa*es ti#e and energy Enhances your reputation
8/10/2019 BCT11 Ch 04
24/31
Copyright 2012 Pearson Education Chapter 4 - 24
$e%ning the Main (dea$e%ning the Main (dea
The topic
The road su>ect o" the #essage
The #ain idea
A speci"ic state#ent aout the topic
8/10/2019 BCT11 Ch 04
25/31
Copyright 2012 Pearson Education Chapter 4 - 2&
'enerating (deas'enerating (deas
=rainstor#ing
,ind #apping
Storyteller?s tour
@ournalistic approach
uestion-and-ans(er chain
8/10/2019 BCT11 Ch 04
26/31
Copyright 2012 Pearson Education Chapter 4 - 2)
Limiting Message ScopeLimiting Message Scope
The nature o" the su>ect
The attitude o" the audience
3our le*el o" crediility
8/10/2019 BCT11 Ch 04
27/31
Copyright 2012 Pearson Education Chapter 4 - 2.
/hoose the #pproach/hoose the #pproach
6irect or ndirect
Audience reaction
,essage length
,essage type
8/10/2019 BCT11 Ch 04
28/31
Copyright 2012 Pearson Education Chapter 4 - 2/
Outline the /ontentOutline the /ontent
=asic outline
denti"y each #a>or point
denti"y su-points and e*idence
$rganiation chart
8/10/2019 BCT11 Ch 04
29/31
Copyright 2012 Pearson Education Chapter 4 - 2
Basic Message StructureBasic Message Structure
Start (ith the #ain idea
State the #a>or points
Pro*ide e+a#ples
llustrate (ith e*idence
8/10/2019 BCT11 Ch 04
30/31
Copyright 2012 Pearson Education Chapter 4 - %0
Stor"telling Techni*uesStor"telling Techni*ues
The eginning
The #iddle
The end
8/10/2019 BCT11 Ch 04
31/31
Copyright 2012 Pearson Education %1Chapter 4 -
All rights reser*edB o part o" this pulication #ay e reproduced stored in a
retrie*al syste# or trans#itted in any "or# or y any #eans electronic
#echanical photocopying recording or other(ise (ithout the prior (ritten
per#ission o" the pulisherB Printed in the United States o" A#ericaB