Chapter 3

Planning Business
Messages

Copyright © 2014 Pearson Education, Inc. Chapter 3 - 1

 Learning Objectives
1. Using the Three-Step Writing Process
2. Analyzing the situation
3. Gathering information
4. Selecting the right medium
5. Organizing your message

Copyright © 2014 Pearson Education, Inc. Chapter 3 - 2

 Understanding the Three-
Step Writing Process

Copyright © 2014 Pearson Education, Inc. Chapter 3 - 3

 Three-Step Process
Planning Writing Completing

Situation Adapt to Revise

Information the Audience Produce
Medium Compose Proofread
Organization the Message Distribute
Copyright © 2014 Pearson Education, Inc. Chapter 3 - 4
 Summary of Discussion

Copyright © 2014 Pearson Education, Inc. Chapter 3 - 5

 Analyzing the Situation

Copyright © 2014 Pearson Education, Inc. Chapter 3 - 6

 Define the Purpose

•Specific Goal
•General Goal

Copyright © 2014 Pearson Education, Inc. Chapter 3 - 7

 Analyze the Purpose
•Will your message change anything?

•Is your purpose realistic?

•Is the timing right for your message?

•Will your purpose be acceptable?

Copyright © 2014 Pearson Education, Inc. Chapter 3 - 8
 Profile the Audience
• Primary Members
• Size and Location
• Composition
• Understanding
• Expectations
• Reactions
Copyright © 2014 Pearson Education, Inc. Chapter 3 - 9
 Summary of Discussion

Copyright © 2014 Pearson Education, Inc. Chapter 3 - 10

 Gathering Information

Copyright © 2014 Pearson Education, Inc. Chapter 3 - 11

 Locate Information
•Audience
•Community
•Documentation
•Coworkers
•Customers

Copyright © 2014 Pearson Education, Inc. Chapter 3 - 12

 Uncover Audience Needs

•Apparent
•Hidden

Copyright © 2014 Pearson Education, Inc. Chapter 3 - 13

 Information Quality
Is the information accurate?

Is the information ethical?

Is the information pertinent?

Copyright © 2014 Pearson Education, Inc. Chapter 3 - 14

 Summary of Discussion

Copyright © 2014 Pearson Education, Inc. Chapter 3 - 15

 Selecting the Right Medium

Copyright © 2014 Pearson Education, Inc. Chapter 3 - 16

 Oral Media
• Conversations
• Interviews
• Speeches
• Presentations
• Meetings
Copyright © 2014 Pearson Education, Inc. Chapter 3 - 17
 Written Media

Memos Letters

Reports Proposals

Copyright © 2014 Pearson Education, Inc. Chapter 3 - 18

 Visual Media
• Communicate Fast

• Clarify Complexity

• Overcome Barriers

• Expedite Memory
Copyright © 2014 Pearson Education, Inc. Chapter 3 - 19
 Electronic Media
Speaking
Writing
Visualizing
Copyright © 2014 Pearson Education, Inc. Chapter 3 - 20
 Choosing Media

Richness Formality

Limitations Urgency

Cost Preferences
Copyright © 2014 Pearson Education, Inc. Chapter 3 - 21
 Summary of Discussion

Copyright © 2014 Pearson Education, Inc. Chapter 3 - 22

 Organizing Your Message

Copyright © 2014 Pearson Education, Inc. Chapter 3 - 23

 Good Organization
Helps Readers Helps Writers

Understanding Time

Acceptance Energy

Time Reputation
Copyright © 2014 Pearson Education, Inc. Chapter 3 - 24
 Define the Main Idea

•What is the topic?

•What is the main idea?

Copyright © 2014 Pearson Education, Inc. Chapter 3 - 25

 Generating Ideas
•Brainstorming
•Journalistic Approach
•Questions & Answers
•Storyteller’s Tour
•Mind Mapping
Copyright © 2014 Pearson Education, Inc. Chapter 3 - 26
 Limit Message Scope

Information

Main Idea Length

Detail
Copyright © 2014 Pearson Education, Inc. Chapter 3 - 27
 Choose the Approach

Direct Indirect
Approach Approach

Copyright © 2014 Pearson Education, Inc. Chapter 3 - 28

 Outline the Content
•Logic
•Navigation
•Relationships

Copyright © 2014 Pearson Education, Inc. Chapter 3 - 29

 Structure the Message
•Main Idea
•Major Points
•Examples
•Evidence

Copyright © 2014 Pearson Education, Inc. Chapter 3 - 30

 Storytelling Techniques

Inspiration The Beginning Warning

The Middle

Teaching The Ending Persuasion

Copyright © 2014 Pearson Education, Inc. Chapter 3 - 31

 Summary of Discussion

Copyright © 2014 Pearson Education, Inc. Chapter 3 - 32

 Planning
Business Messages

Copyright © 2014 Pearson Education, Inc. Chapter 3 - 33

Copyright © 2014 Pearson Education, Inc. Chapter 3 - 34