PLANNING BUSINESS MESSAGES

Chapter 1 - 1 1-1

Case: Requesting a recommendation

After four years study in Northeastern University, you are looking for a job. Ask some professor to write a letter of recommendation for you.

Chapter 1 - 2

The Three-Step Process

Planning
Analyze Situation

Writing
Adapt to the Audience
Compose the Message

Completing
Revise

Gather Information
Select Medium

Produce
Proofread Distribute
Chapter 1 - 3

Get Organized

Optimizing Your Time

50% Planning 25% Writing 25% Completing
Chapter 1 - 4

Analyzing the Situation

Who is the audience?

What is the purpose?

Chapter 1 - 5

Define Your Purpose

General Purpose
To Inform
To Persuade To Collaborate

Specific Purpose
Your Goals
Audience Actions Audience Thoughts
Chapter 1 - 6

Check Your Purpose

What will change?
Is it realistic? Is the timing right? Is it acceptable?
Chapter 1 - 7

Profile Your Audience

Primary Members Knowledge Level

Size and Location

Expectations

Composition

Probable Reaction
Chapter 1 - 8

Gathering Information
Uncover Needs
Find Your Focus Provide Information
Chapter 1 - 9

Select the Medium

Oral

Written

Visual

Electronic
Chapter 1 - 10

Oral Communication
Conversations
Interviews

Speeches
Presentations Meetings
Chapter 1 - 11

Written Communication
Memos Letters

Reports

Proposals
Chapter 1 - 12

Visual Communication
Communicate Fast
Clarify Complexity Overcome Barriers

Expedite Memory
Chapter 1 - 13

Electronic Communication
Oral Media Written Media Visual Media
Chapter 1 - 14

Choosing the Medium

Media Richness Message Formality Media Limitations

Message Urgency

Cost Factors

Audience Preferences
Chapter 1 - 15

Chapter 1 - 16

Benefits of Organization
The Audience
Understanding Acceptance Time

The Writer
Efficiency Energy Career
Chapter 1 - 17

Defining the Main Idea

The Topic The Main Idea

Overall Subject of the Message

Specific Statement About the Topic

Chapter 1 - 18

Generating Ideas
Brainstorming Mind Mapping Storytellers Tour Journalistic Approach Questions and Answers
Chapter 1 - 19

Limiting Message Scope

Length Limits
Support Points Subject Matter Audience Knowledge
Chapter 1 - 20

Choosing the Approach

Direct Approach Indirect Approach

Audience Reaction Message Length Message Type

Chapter 1 - 21

Outlining the Content

Alphanumeric
I. First Major Point A. First subpoint B. Second subpoint 1. Evidence 2. Evidence C. Third subpoint II. Second Major Point A. First subpoint B. Second subpoint

Decimal
1.0 First Major Point 1.1 First subpoint 1.2 Second subpoint 1.2.1 Evidence 1.2.2 Evidence 1.3 Third subpoint 2.0 Second Major Point 2.1 First subpoint 2.2 Second subpoint
Chapter 1 - 22

Organization Chart Outlines

The Main Idea
I. Major Point
A. Evidence B. Evidence C. Evidence

II. Major Point

A. Evidence B. Evidence C. Evidence

III. Major Point

A. Evidence B. Evidence C. Evidence
Chapter 1 - 23

Basic Message Structure

State Main Idea

State Major Points

Provide Evidence
Chapter 1 - 24

Planning Business Messages

Chapter 1 - 25