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Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 4 - 1
Planning
Planning
Business Messages
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 4 - 2
Three-Step Writing
Three-Step Writing
Process
Process
•
Planning
•
Writing
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 4 - 3
Optimizing Writing Time
Optimizing Writing Time
•
Planning 50%
•
Writing 25%
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 4 - 4
Analyze the Situation
Analyze the Situation
•
Define your purpose
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 4 - 5
Define Your Purpose
Define Your Purpose
•
General
– Inform
– Persuade
– Collaborate
•
Specific
– Outcomes
– Timing and realism
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Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 4 - 6
Profile Your Audience
Profile Your Audience
•
Identify primary audience
•
Determine size and location
•
Determine composition
•
Gauge level of understanding
•
Project expectations and preferences
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 4 - 7
Gather Information
Gather Information
•
Informal methods
–
Viewpoints of others
–
Reports and company documents
–
Supervisors, colleagues, customers
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Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 4 - 8
Determine Audience
Determine Audience
Needs
Needs
•
Provide accurate information
•
Provide ethical information
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 4 - 9
Selecting the Medium
Selecting the Medium
•
Oral media
•
Written media
•
Visual media
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 4 - 10
Oral Communication
Oral Communication
•
Face-to-face conversations
•
Interviews
•
Speeches
•
Presentations
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Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 4 - 11
Analysis of Oral Media
Analysis of Oral Media
•
Advantages
– Immediate feedback
– Ease of interaction
– Rich nonverbal cues
– Emotional content
•
Disadvantages
– Minimal participation
– Nonpermanent
– Reduced control
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 4 - 12
Written Communication
Written Communication
•
Memos
•
Letters
•
Reports
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Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 4 - 13
Analysis of Written
Analysis of Written
Media
Media
•
Advantages
– Message control
– Audience reach
– Permanent record
– Minimize distortion
•
Disadvantages
– Delayed feedback
– Lacks nonverbal cues
– Creation and distribution
– Preparation and
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 4 - 14
Visual Communication
Visual Communication
•
Charts
•
Graphs
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 4 - 15
Analysis of Visual Media
Analysis of Visual Media
•
Advantages
– Expedite
communication
– Less intimidating
– Assist audience
•
Disadvantages
– Learning curve
– Preparation time
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 4 - 16
Electronic
Electronic
Communication
Communication
•
Oral communication
–
Telephone calls, teleconferencing,
voicemail, audio CDs, podcasts
•
Written communication
–
Email, instant messaging, websites, wikis
•
Visual communication
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 4 - 17
Analysis of Electronic
Analysis of Electronic
Media
Media
•
Advantages
– Delivery speed
– Audience reach
– Multimedia
– Accessibility
•
Disadvantages
– Overuse
– Privacy issues
– Security risks
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 4 - 18
Choosing the Right
Choosing the Right
Media
Media
•
Media richness
•
Message formality
•
Media limitations
•
Sender intentions
•
Urgency and cost
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 4 - 19
Organizing Information
Organizing Information
•
Get to the point
•
Omit irrelevant details
•
Organize your ideas
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 4 - 20
Importance of
Importance of
Organization
Organization
•
Improves productivity
•
Boosts understanding
•
Increases acceptance
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 4 - 21
Define the Main Idea
Define the Main Idea
•
General purpose
•
Specific purpose
•
Basic topic
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 4 - 22
Generating Ideas
Generating Ideas
•
Brainstorming
•
Mapping
•
Storyteller’s tour
•
Journalistic approach
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 4 - 23
Limiting the Scope
Limiting the Scope
•
Time and space
•
Number of main ideas
•
Audience attitude
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 4 - 24
Sequencing the Message
Sequencing the Message
•
Direct approach
–
Deductive
•
Indirect approach
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 4 - 25
Message Type
Audience Reaction
Type of Approach
Routine, Good-News or Good Will
Pleased Or Neutral
Direct
Persuasive Uninterested
or Unwilling Indirect Bad News Displeased Indirect
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 4 - 26
Outlining Content
Outlining Content
I. First Major Part
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 Part
1.1 First subpoint 1.2 Second subpoint
1.2.1Evidence 1.2.2Evidence
1.2.3 Third subpoint
2.0 Second Major Point
2.1 First subpoint 2.2 Second subpoint
Alphanumeric
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Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 4 - 27
Organization Chart Outlines
Organization Chart Outlines
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
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 4 - 28
Organizing Messages
Organizing Messages
•
State the main idea
•
State major points
