© prentice hall, 2008 business communication today, 9echapter 4 - 1 planning business messages
Post on 21-Dec-2015
215 Views
Preview:
TRANSCRIPT
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 4 - 1
Planning Planning Business MessagesBusiness Messages
Readers’ NeedsReaders’ Needs
What will happen by failing to understand and accommodating the readers’ needs?
The result is: confusing, frustrating messages that that don’t help the reader or the writer.
© Prentice Hall, 2008 Business Communication Today, 9eMaher ARAFAT
Chapter 4 - 2
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 4 - 3
Three-Step Writing Three-Step Writing ProcessProcess
• Planning / Investigation
• Writing / Drafting
• Completing / Revising
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 4 - 4
Optimizing Writing TimeOptimizing Writing Time
• Planning 50%
• Writing 25%
• Completing 25%
Depending on:1.subject,
2.audience, the
3.Writer’s knowledge about the subject
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 4 - 5
1. Analyze the Situation1. Analyze the Situation
1.1 Define your purpose
1.2 Profile your audience
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 4 - 6
1.1. Define Your Purpose1.1. Define Your Purpose
• General
– Inform
– Persuade
– Collaborate
• Specific
– Outcomes
– Timing and realism
– Acceptability
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 4 - 7
1.2. Profile Your 1.2. Profile Your AudienceAudience
• Identify primary audience
• Determine size and location
• Determine composition
• Gauge level of understanding
• Project expectations and preferences
• Forecast probable reaction
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 4 - 8
2. Gather Information2. Gather Information
• Informal methods
– Viewpoints of others
– Reports and company documents
– Supervisors, colleagues, customers
– Audience input
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 4 - 9
2.1. Determine Audience 2.1. Determine Audience NeedsNeeds
• Provide accurate information
• Provide ethical information
• Provide pertinent information
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 4 - 10
3. Selecting the Medium3. Selecting the Medium
1. Oral media
2. Written media
3. Visual media
4. Electronic media
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 4 - 11
3.1. Oral Communication3.1. Oral Communication
• Face-to-face conversations
• Interviews
• Speeches
• Presentations
• Meetings
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 4 - 12
Analysis of Oral MediaAnalysis of Oral Media
• Advantages– Immediate feedback– Ease of interaction– Rich nonverbal cues– Emotional content
• Disadvantages– Minimal participation– Nonpermanent– Reduced control– No editing or
revision
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 4 - 13
3.2. Written 3.2. Written CommunicationCommunication
• Memos
• Letters
• Reports
• Proposals
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 4 - 14
Analysis of Written Analysis of Written MediaMedia
• Advantages– Message control– Audience reach– Permanent record– Minimize distortion
• Disadvantages– Delayed feedback– Lacks nonverbal
cues– Creation and
distribution– Preparation and
production
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 4 - 15
3.3. Visual 3.3. Visual CommunicationCommunication
• Charts
• Graphs
• Diagrams
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 4 - 16
Analysis of Visual MediaAnalysis of Visual Media
• Advantages– Expedite
communication– Less intimidating– Assist audience
• Disadvantages– Learning curve– Preparation time– Transmittal and
storage
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 4 - 17
3.4. Electronic 3.4. Electronic CommunicationCommunication
• Oral communication– Telephone calls, teleconferencing,
voicemail, audio CDs, podcasts
• Written communication– Email, instant messaging, websites, wikis
• Visual communication– Electronic presentations, computer
animation, video
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 4 - 18
Analysis of Electronic Analysis of Electronic
MediaMedia• Advantages
– Delivery speed
– Audience reach
– Multimedia
– Accessibility
• Disadvantages
– Overuse
– Privacy issues
– Security risks
– Productivity
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 4 - 19
Choosing the Right Choosing the Right MediaMedia
• Media richness
• Message formality
• Media limitations
• Sender intentions
• Urgency and cost
• Audience preferences
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 4 - 20
4. Organizing 4. Organizing InformationInformation
• Get to the point
• Omit irrelevant details
• Organize your ideas
• Indicate necessary information
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 4 - 21
4.1. Importance of 4.1. Importance of OrganizationOrganization
• Improves productivity
• Boosts understanding
• Increases acceptance
• Saves audience time
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 4 - 22
5. Define the Main Idea5. Define the Main Idea
• General purpose (to inform, persuade, collaborate)
• Specific purpose
• Basic topic
• Main idea
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 4 - 23
5.1. Generating Ideas5.1. Generating Ideas
• Brainstorming
• Mapping
• Storyteller’s tour
• Journalistic approach (wh friends)
• Question-answer chain
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 4 - 24
5.3. Limiting the Scope5.3. Limiting the Scope
• Time and space
• Number of main ideas
• Audience attitude
• Depth of research
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 4 - 25
6. Sequencing the 6. Sequencing the MessageMessage
• Direct approach (Deductive)When you have a receptive audience start with
conclusion, main ideas then evidence.
• Indirect approach (Inductive) When you have a resistant or skeptical audience start
with evidence then conclusion, main ideas.
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 4 - 26
Message Type
AudienceReaction
Type ofApproach
Routine, Good-News
or Good Will
Pleased Or Neutral
Direct
PersuasiveUninterestedor Unwilling
Indirect
Bad News Displeased Indirect
Classifying MessagesClassifying Messages
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 4 - 27
7. Outlining Content7. 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
AlphanumericAlphanumeric DecimalDecimal
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 4 - 28
Organization Chart OutlinesOrganization 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
C. Evidence
top related