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
Writing
Completing
Analyze Situation
Adapt to
the Audience
Revise
Gather Information
Select Medium
Get Organized
Compose
the Message
Produce
Proofread
Distribute
Chapter 1 - 3
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
Specific Purpose
To Inform
Your Goals
To Persuade
Audience Actions
To Collaborate
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
The Writer
Understanding
Efficiency
Acceptance
Energy
Time
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
Storyteller’s 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
II. Major Point
III. Major Point
A. Evidence
A. Evidence
A. Evidence
B. Evidence
B. Evidence
B. Evidence
C. Evidence
C. 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