Chapter 4 Planning Business Messages PDF

Business Communication Today Fourteenth Edition, Global Edition Chapter 4 Planning Business Messages Copyright © 2018 Pearson Education, Ltd. All Rights Reserved. Learning Object...

Business Communication Today Fourteenth Edition, Global Edition Chapter 4 Planning Business Messages Copyright © 2018 Pearson Education, Ltd. All Rights Reserved. Learning Objectives (1 of 2) 4.1 Describe the three-step writing process. 4.2 Explain why it’s important to analyze a communication situation in order to define your purpose and profile your audience before writing a message. 4.3 Discuss information-gathering options for simple messages, and identify three attributes of quality information. Copyright © 2018 Pearson Education, Ltd. All Rights Reserved. Learning Objectives (2 of 2) 4.4 List the factors to consider when choosing the most appropriate medium for a message. 4.5 Explain why good organization is important to both you and your audience, and list the tasks involved in organizing a message. Copyright © 2018 Pearson Education, Ltd. All Rights Reserved. Understanding the Three Step Writing Process LO 4.1 Describe the three-step writing process. Copyright © 2018 Pearson Education, Ltd. All Rights Reserved. Figure 4.1 The Three-Step Writing Process Copyright © 2018 Pearson Education, Ltd. All Rights Reserved. Planning Business Messages Analyze the Situation Gather the Information Select the Best Combination Organize the Information Copyright © 2018 Pearson Education, Ltd. All Rights Reserved. Writing Business Messages Adapt to Your Audience – Sensitivity – Relationship skills – Appropriate writing style Compose Your Message – Choosing strong words – Creating effective sentences – Developing coherent paragraphs Copyright © 2018 Pearson Education, Ltd. All Rights Reserved. Completing Business Messages Revise Produce Proofread Distribute Copyright © 2018 Pearson Education, Ltd. All Rights Reserved. Optimizing Your Writing Time Planning = 50% Writing = 25% Completing = 25% Copyright © 2018 Pearson Education, Ltd. All Rights Reserved. Planning Effectively Provide the Right Information to the Right People Deliver the Information Concisely Write More Efficiently Avoid Embarrassing Blunders Copyright © 2018 Pearson Education, Ltd. All Rights Reserved. Analyzing the Situation LO 4.2 Explain why it’s important to analyze a communication situation in order to define your purpose and profile your audience before writing a message. Copyright © 2018 Pearson Education, Ltd. All Rights Reserved. Defining Your Purpose General Purpose Specific Purpose Inform What You Hope to Accomplish Persuade What the Audience Will Do Collaborate What the Audience Will Think Copyright © 2018 Pearson Education, Ltd. All Rights Reserved. Developing An Audience Profile Identify Your Primary Audience Determine Audience Size and Geographic Distribution Determine Audience Composition Gauge Audience Members’ Level of Understanding Understand Audience Expectations and Preferences Forecast Probable Audience Reaction Copyright © 2018 Pearson Education, Ltd. All Rights Reserved. Gathering Information LO 4.3 Discuss information-gathering options for simple messages, and identify three attributes of quality information. Copyright © 2018 Pearson Education, Ltd. All Rights Reserved. Using Informal Techniques Consider the Audience’s Perspective Listen to the Community Read Reports and Other Company Documents Talk with Supervisors, Colleagues, or Customers Ask Your Audience for Input Copyright © 2018 Pearson Education, Ltd. All Rights Reserved. Uncovering Audience Needs Listen for Apparent Needs Uncover Hidden Needs Copyright © 2018 Pearson Education, Ltd. All Rights Reserved. Finding Your Focus Discovery Techniques – Free Writing  Express Ideas as They Come – Sketching  Think Visually Copyright © 2018 Pearson Education, Ltd. All Rights Reserved. Providing Required Information Journalistic Approach Asks: – Who? – What? – When? – Where? – Why? – How? Copyright © 2018 Pearson Education, Ltd. All Rights Reserved. Ensuring Information Quality Is the Information Accurate? Is the Information Ethical? Is the Information Pertinent? Copyright © 2018 Pearson Education, Ltd. All Rights Reserved. Selecting the Best Combination of Media and Channels LO 4.4 List the factors to consider when choosing the most appropriate medium for a message. Copyright © 2018 Pearson Education, Ltd. All Rights Reserved. The Most Common Media and Channel Options Oral Medium Written Medium Visual Medium In-Person Printed Printed Digital Digital Digital Copyright © 2018 Pearson Education, Ltd. All Rights Reserved. Oral Medium In-Person Channel Digital Channel One-on-one Conversations Telephone Calls Informal Lunches Podcasts Speeches or Presentations Voicemail Messages Copyright © 2018 Pearson Education, Ltd. All Rights Reserved. Written Medium Print Channel Digital Channel Routine Memos Tweets and Text Messages Business Letters Website Content Reports and Proposals Book-Length Reports in PDF Format Copyright © 2018 Pearson Education, Ltd. All Rights Reserved. Visual Medium Print Channel Digital Channel Photographs Infographics Diagrams Interactive Diagrams and Animation Charts and Graphs Digital Video Copyright © 2018 Pearson Education, Ltd. All Rights Reserved. Factors to Consider When Choosing Media and Channels Richness Formality Media and Channel Limitations Urgency Cost Audience Preferences Security and Privacy Copyright © 2018 Pearson Education, Ltd. All Rights Reserved. Organizing Your Information LO 4.5 Explain why good organization is important to both you and your audience, and list the tasks involved in organizing a message. Copyright © 2018 Pearson Education, Ltd. All Rights Reserved. Benefits of Effective Organization Helps Readers Helps Writers Understand Message Use Clear Logic Increased Acceptance of Message Write Succinctly and Clearly Saves Time Build Reputation Copyright © 2018 Pearson Education, Ltd. All Rights Reserved. Tasks involved in organizing a message Defining Topic and Main Idea Generating Creative Ideas Limiting Your Scope Outlining Your Content Structuring the Message Copyright © 2018 Pearson Education, Ltd. All Rights Reserved.