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1. Chapter 4
Planning Business
Messages
1Chapter 4 -Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall

2. Learning Objectives
1. Using the Three-Step Writing Process
2. Analyzing the situation
3. Gathering information
4. Selecting the right medium
5. Organizing your information
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3. Understanding the Three-
Step Writing Process
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4. The Three-Step Process
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31 2
Analyze the Situation
Gather Information
Choose the Medium
Get Organized
Revise Message
Produce Message
Proofread Message
Distribute Message
Adapt to
the Audience
Compose the
Message
Plan Write Complete

5. Optimize Writing Time
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•50% Planning
•25% Writing
•25% Completing

6. Planning Effectively
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Provide Information
Expedite Writing
Minimize Mistakes

7. Summary of Discussion
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8. Analyzing the Situation
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9. Define the Purpose
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•Specific Goal
•General Goal

10. Analyze the Purpose
•Will your message change anything?
•Is your purpose realistic?
•Is the timing right for your message?
•Will your purpose be acceptable?
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11. 11Chapter 4 -
Profile the Audience
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• Primary Members
• Size and Location
• Composition
• Understanding
• Expectations
• Reactions

12. Summary of Discussion
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13. Gathering Information
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14. 14Chapter 4 -Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall
Locate Information
•Audience
•Community
•Documentation
•Colleagues
•Customers
•Supervisors

15. Assess Audience Needs
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•Apparent
•Hidden

16. Establish Your Focus
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Discovery Techniques

17. Provide Information
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When?Who?
Why?
How?
What?
Journalistic
Approach
Where?

18. 18Chapter 4 -Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall
Information Quality
Is the information accurate?
Is the information ethical?
Is the information pertinent?

19. Summary of Discussion
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20. Selecting the Right
Medium
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21. Oral Media
• Conversations
• Interviews
• Speeches
• Presentations
• Meetings
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22. Written Media
Memos
ProposalsReports
Letters
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23. Visual Media
• Communicate Fast
• Clarify Complexity
• Overcome Barriers
• Expedite Memory
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24. Electronic Media
24Chapter 4 -Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall
Electronic Versions of Oral Media
Electronic Versions of Written Media
Electronic Versions of Visual Media

25. Choose the Medium
25Chapter 4 -Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall
Richness
Limitations
Cost
Formality
Urgency
Preferences

26. Summary of Discussion
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27. Organizing Information
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28. Define the Main Idea
28Chapter 4 -Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall
•What is the topic?
•What is the main idea?

29. Uncover the Main Idea
29Chapter 4 -Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall
•Brainstorming
•Journalistic Approach
•Questions & Answers
•Storyteller’s Tour
•Mind Mapping

30. Limit Message Scope
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Information
Length
Detail
Main Idea

31. Choose the Approach
31Chapter 4 -Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall
Direct
Approach
Indirect
Approach

32. Outline the Content
32Chapter 4 -Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall
•Basic Outline
•Organization Chart
Logic
Navigation
Relationships

33. Structure the Message
33Chapter 4 -Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall
•Main Idea
•Major Points
•Examples
•Evidence

34. Storytelling Techniques
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Inspiration
Teaching
Warning
Persuasion
The Beginning
The Middle
The Ending

35. Summary of Discussion
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36. Chapter 4
Planning Business
Messages
36Chapter 4 -Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall

37. Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall 37Chapter 4 -