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PlanningPlanning

Business MessagesBusiness Messages

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Learning ObjectivesLearning Objectives

Using the Three-Step Writing Process

Analying the situation

!athering in"or#ation

Selecting the right #ediu#

$rganiing your in"or#ation

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Understanding the Three-Understanding the Three-

Step Writing ProcessStep Writing Process

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The Three-Step ProcessThe Three-Step Process

Writing Co#pletingPlanning

Situation

Information

Medium

Organization

Revise

Produce

Proofread

Distribute

Adapt to

the Audience

Compose

the Message

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Optimizing Writing TimeOptimizing Writing Time

&0' planning the #essage

2&' (riting the #essage

2&' co#pleting the #essage

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Planning !ectivel"Planning !ectivel"

Pro*iding in"or#ation

E+pediting (riting

,ini#iing #istaes

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#nal"zing the Situation#nal"zing the Situation

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$e%ne &our Purpose$e%ne &our Purpose

!eneral

n"or# persuade and collaorate

Speci"ic

3our goals audience actions and

thoughts

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#nal"ze &our Purpose#nal"ze &our Purpose

Will anything change5

s your purpose realistic5

s the ti#ing right5

s the purpose acceptale5

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Copyright 2012 Pearson Education Chapter 4 - 10

Pro%le &our #udiencePro%le &our #udience

denti"y pri#ary audience

6eter#ine sie and location

6eter#ine co#position

!auge le*el o" understanding

7e*ie( e+pectations and pre"erences

8orecast proale reaction

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'athering (n)ormation'athering (n)ormation

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(n)ormal Techni*ues(n)ormal Techni*ues

Consider audience perspecti*e

See co##unity input

Co#pany reports and docu#ents

As audience "or input

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Uncover #udience +eedsUncover #udience +eeds

$*ious in"or#ation needs

9idden in"or#ation needs

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,inding &our ,ocus,inding &our ,ocus

6isco*ery techni:ues

8ree (riting

Setching

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Provide (n)ormationProvide (n)ormation

Accurate

Ethical

Pertinent

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Selecting the ight MediumSelecting the ight Medium

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Copyright 2012 Pearson Education Chapter 4 - 1.

Oral MediaOral Media

Con*ersations

nter*ie(s

Speeches

Presentations

,eetings

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Copyright 2012 Pearson Education Chapter 4 - 1/

Written MediaWritten Media

,e#os

;etters

7eports

Proposals

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Copyright 2012 Pearson Education Chapter 4 - 1

.isual Media.isual Media

Co##unicate "ast

Clari"y co#ple+ity

$*erco#e arriers

E+pedite #e#ory

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Copyright 2012 Pearson Education Chapter 4 - 20

lectronic Medialectronic Media

Speaing

Writing

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Copyright 2012 Pearson Education Chapter 4 - 21

/hoosing the Medium/hoosing the Medium

,edia richness

,essage "or#ality

,edia li#itations

,essage urgency

Cost "actors

Audience pre"erences

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Organizing (n)ormationOrganizing (n)ormation

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Organizing the MessageOrganizing the Message

9elps your audience

Sa*es ti#e

=oosts understanding and acceptance

9elps you

Sa*es ti#e and energy Enhances your reputation

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Copyright 2012 Pearson Education Chapter 4 - 24

$e%ning the Main (dea$e%ning the Main (dea

The topic

The road su>ect o" the #essage

The #ain idea

A speci"ic state#ent aout the topic

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Copyright 2012 Pearson Education Chapter 4 - 2&

'enerating (deas'enerating (deas

=rainstor#ing

,ind #apping

Storyteller?s tour

@ournalistic approach

uestion-and-ans(er chain

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Copyright 2012 Pearson Education Chapter 4 - 2)

Limiting Message ScopeLimiting Message Scope

The nature o" the su>ect

The attitude o" the audience

3our le*el o" crediility

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Copyright 2012 Pearson Education Chapter 4 - 2.

/hoose the #pproach/hoose the #pproach

6irect or ndirect

Audience reaction

,essage length

,essage type

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Outline the /ontentOutline the /ontent

=asic outline

denti"y each #a>or point

denti"y su-points and e*idence

$rganiation chart

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Copyright 2012 Pearson Education Chapter 4 - 2

Basic Message StructureBasic Message Structure

Start (ith the #ain idea

State the #a>or points

Pro*ide e+a#ples

llustrate (ith e*idence

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Stor"telling Techni*uesStor"telling Techni*ues

The eginning

The #iddle

The end

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Copyright 2012 Pearson Education %1Chapter 4 -

All rights reser*edB o part o" this pulication #ay e reproduced stored in a

retrie*al syste# or trans#itted in any "or# or y any #eans electronic

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per#ission o" the pulisherB Printed in the United States o" A#ericaB