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Planning Planning Business MessagesBusiness Messages
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Learning ObjectivesLearning Objectives• Describe the three-step writing process• Explain why it’s important to analyze the
situation and define your purpose carefully before writing a message
• Discuss information-gathering options for simple messages and identify three traits of quality information
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Learning ObjectivesLearning Objectives• List the factors to consider when choosing
the best medium for your message• Explain why good organization is important
to both you and your audience• Compare and contrast the direct and indirect
approaches to organizing a message
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The Three-Step ProcessThe Three-Step ProcessWriting CompletingPlanning
Analyze Situation
Gather Information
Select Medium
Get Organized
Revise
Produce Message
Proofread Message
Distribute Message
Adapt to the Audience
Composethe Message
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Optimizing Your TimeOptimizing Your Time
• 50% planning• 25% writing• 25% completing
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Planning EffectivelyPlanning Effectively
• Find and assemble facts• Deliver compelling information• Reduce indecision as you write• Reduce reworking during completion• Minimize embarrassing blunders• Prepare for analyzing the situation
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Analyzing the SituationAnalyzing the Situation
• Who is the audience?• What is the purpose?
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Define Your PurposeDefine Your Purpose
• General– Inform, persuade, collaborate
• Specific– Your goals, audience actions and thoughts
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Analyze Your PurposeAnalyze Your Purpose
• Will anything change?• Is your purpose realistic?• Is the timing right?• Is the purpose acceptable?
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Profile Your AudienceProfile Your Audience
• Identify primary audience• Determine size and location• Determine composition• Gauge level of understanding• Review expectations and preferences• Forecast probable reaction
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Gathering InformationGathering Information• Uncover needs• Find your focus• Provide information
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Select the MediumSelect the Medium
• Oral• Written• Visual• Electronic
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Oral CommunicationOral Communication
• Conversations• Interviews• Speeches• Presentations• Meetings
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Written CommunicationWritten Communication
• Memos• Letters• Reports• Proposals
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Visual CommunicationVisual Communication
• Communicate fast• Clarify complexity• Overcome barriers• Expedite memory
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Electronic Electronic CommunicationCommunication
• Oral media• Written media• Visual media
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Choosing the MediumChoosing the Medium
• Media richness• Message formality• Media limitations• Message urgency• Cost factors• Audience preferences
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Organizing InformationOrganizing Information
• Get to the point• Omit irrelevant ideas• Use logical groupings• Include important data
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Organizing the MessageOrganizing the Message
• Helps your audience understand• Helps your audience accept• Saves time for your audience• Makes you more productive
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Defining the Main IdeaDefining the Main Idea
• The topic – The broad subject of the message
• The main idea – A specific statement about the topic
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Generating IdeasGenerating Ideas
• Brainstorming • Mind mapping• Storyteller’s tour• Journalistic approach• Question-and-answer chain
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Limiting Message ScopeLimiting Message Scope
• Length Limitations• Support Points• Subject matter• Depth of research
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Choosing the ApproachChoosing the Approach
• Direct or Indirect– Audience reaction– Message length– Message type
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Outlining the ContentOutlining the Content
I. First Major Point
A. First subpoint
B. Second subpoint
1. Evidence
2. Evidence
C. Third subpoint
II. Second Major Point
A. First subpoint
B. Second subpoint
1.0 First Major Point
1.1 First subpoint
1.2 Second subpoint
1.2.1 Evidence
1.2.2 Evidence
1.3 Third subpoint
2.0 Second Major Point
2.1 First subpoint
2.2 Second subpoint
AlphanumericAlphanumeric DecimalDecimal
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Organization Chart Organization Chart OutlinesOutlines
The Main Idea
I. Major Point II. Major Point III. Major Point
A. Evidence
B. Evidence
C. Evidence
A. Evidence
B. Evidence
C. Evidence
A. Evidence
B. Evidence
C. Evidence
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Basic Message StructureBasic Message Structure
• Start with the main idea• State the major points• Illustrate with evidence