Planning
Business Messages
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Business Communication Essentials, 3e
Chapter 3 - 1
Business Messages
Purposeful
Audience-Centered
Efficient
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Business Communication Essentials, 3e
Chapter 3 - 2
Three-Step Writing Process
Planning
Analyze Situation
Gather Information
Select Medium
Get Organized
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Writing
Analyze
the Audience
Compose
the Message
Business Communication Essentials, 3e
Completing
Revise
Produce
Proofread
Distribute
Chapter 3 - 3
Define Your Purpose
General Purpose
Specific Purpose
To Inform
Your Goals
To Persuade
Audience Thoughts
To Collaborate
Audience Actions
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Business Communication Essentials, 3e
Chapter 3 - 4
Analyze Your Purpose
Will anything change?
Is the purpose realistic?
Is the timing right?
Is the purpose acceptable?
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Business Communication Essentials, 3e
Chapter 3 - 5
Profile Your Audience
Primary Members
Size and location
Composition
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Business Communication Essentials, 3e
Chapter 3 - 6
Profile Your Audience
Knowledge Level
Expectations
Probable Reaction
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Business Communication Essentials, 3e
Chapter 3 - 7
Gather Information
Informal Methods
Viewpoints
of Others
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Company
Documents
and Reports
Supervisors,
Colleagues,
and Customers
Business Communication Essentials, 3e
Audience
Input
Chapter 3 - 8
Provide Information
Accurate
Ethical
Pertinent
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Business Communication Essentials, 3e
Chapter 3 - 9
Select the Right Medium
Oral Media
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Written Media
Business Communication Essentials, 3e
Chapter 3 - 10
Analysis of Oral Media
Advantages
Disadvantages
Immediate feedback
Limited participation
Ease of interaction
May not be permanent
Rich non-verbal cues
Reduced control
Emotional content
No editing or revision
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Business Communication Essentials, 3e
Chapter 3 - 11
Analysis of Written Media
Advantages
Disadvantages
Planning and control
Delayed feedback
Permanent record
Few nonverbal cues
Wide audience
Distribution issues
Minimal distortion
Preparation time
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Business Communication Essentials, 3e
Chapter 3 - 12
Telephone Calls
Electronic
Media
Voice Mail
Teleconferencing
and Meeting Online
Videotapes
and DVDs
Electronic
Documents
Faxes
and E-mail
Instant
Messaging
Websites, Blogs
and Podcasts
Global Communication
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Business Communication Essentials, 3e
Chapter 3 - 13
Electronic Media
Advantages
Disadvantages
•Delivery speed
•Tension/conflict
•Audience reach
•Easy to overuse
•Personalization
•Security threats
•Multimedia formats
•Privacy concerns
•Accessibility/openness
•Productivity issues
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Business Communication Essentials, 3e
Chapter 3 - 14
Choosing the Best Medium
Richer
Leaner
Notes, Letters,
Memos
Face-to-Face
Telephone
E-mail
Fliers, Bulletins,
Standard Reports
A Continuum of Media Richness
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Business Communication Essentials, 3e
Chapter 3 - 15
Choosing Message Media
Message
Formality
Sender
Intentions
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Media
Limitations
Urgency
and Cost
Business Communication Essentials, 3e
Audience
Preferences
Chapter 3 - 16
Organizing the Message
Promotes Productivity
Boosts Understanding
Increases Acceptance
Saves Audience Time
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Business Communication Essentials, 3e
Chapter 3 - 17
Defining Your Main Idea
Business Message
The Topic
The Main Idea
Broad Subject
of the Message
Specific Statement
About the Topic
1.
Budget Constraints
1.
Seeking Larger Budget
2.
Service Problems
2.
Training Service Workers
3.
Cash-Flow Problems
3.
Seeking Salary Increase
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Business Communication Essentials, 3e
Chapter 3 - 18
Generating Ideas
Brainstorming
Storyteller’s Tour
Journalistic Approach
Question-Answer Chain
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Business Communication Essentials, 3e
Chapter 3 - 19
Length
Limitations
Support
Points
Limiting
The Scope
Audience
Attitude
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Research
Depth
Business Communication Essentials, 3e
Chapter 3 - 20
Sequencing Messages
Direct Approach
Indirect Approach
(Deductive)
(Inductive)
Audience Reaction
Message Length
Message Type
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Business Communication Essentials, 3e
Chapter 3 - 21
Choosing the Approach
Audience
Reaction
Eager/Interested/
Pleased/Neutral
Displeased
Uninterested/Unwilling
Message
Opening
Main idea, good
news, or request
Neutral buffer statement
Attention-getting
statement/question
Message
Body
Necessary details
Reasons/justification,
bad news, positive
suggestion
Arousing interest,
building desire
Message
Closing
Cordial comment or
statement about
specific action
Cordial close
Request for action
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Business Communication Essentials, 3e
Chapter 3 - 22
Constructing Outlines
Alphanumeric
I.
First Major Part
Decimal
1.0
First Major Part
A.
First subpoint
1.1
First subpoint
B.
Second subpoint
1.2
Second subpoint
C.
II.
1.
Evidence
1.2.1
Evidence
2.
Evidence
1.2.2
Evidence
Third subpoint
Second Major Point
1.3
2.0
Third subpoint
Second Major Point
A.
First subpoint
2.1
First subpoint
B.
Second subpoint
2.2
Second subpoint
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Business Communication Essentials, 3e
Chapter 3 - 23
Basic Message Structure
State Main Idea
State Major Points
Provide Evidence
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Business Communication Essentials, 3e
Chapter 3 - 24
Reviewing Key Points
• Applying the three-step process
• Analyzing the situation
• Gathering information
• Selecting the right medium
• Organizing the information
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Business Communication Essentials, 3e
Chapter 3 - 25