Excellence In Business Communication - Chapter 4 ENL 320

Excellence in BusinessCommunication - Chapter 4ENL 320

Excellence in Business Communication Chapter 4 Planning Business MessagesCopyright 2017 Pearson Education,Ltd.

Learning Objectives (1 of 2)1. Describe the three-step writing process.2. Explain why it’s important to analyze a communication situationin order to define your purpose and profile your audiencebefore writing a message.3. Discuss Information-gathering options for simple messages, andidentify three attributes of quality information.Copyright 2017 Pearson Education,Chapter 4 - 3Ltd.

Learning Objectives (2 of 2)4. List the factors to consider when choosing the most appropriatemedium for a message.5. Explain why good organization is important to both you andyour audience, and list the tasks involved in organizing amessage.Copyright 2017 Pearson Education,Chapter 4 - 4Ltd.

Understanding the Three-Step Writing Process (LO 1) Describe the three-step writing process.Copyright 2017 Pearson Education,Chapter 4 - 5Ltd.

The Three-Step Process1 Plan2 WriteAnalyze Situation3 CompleteRevise MessageAdapt tothe AudienceGather InformationProduce MessageChoose Mediumand ChannelProofread MessageGet OrganizedCopyright 2017 Pearson Education,Ltd.Compose theMessageDistribute MessageChapter 4 - 6

Planning Business MessagesAnalyzing theSituationGatheringInformationChoosing Mediaand ChannelsOrganizing theInformationCopyright 2017 Pearson Education,Ltd.Chapter 4 - 7

Defining Topic and Main IdeaCopyright 2017 Pearson Education,Ltd.Chapter 4 - 8

Writing Business MessagesAdapting to theAudienceCopyright 2017 Pearson Education,Ltd.Composing theMessageChapter 4 - 9

Completing Business MessagesRevising for Clarityand ConcisenessProducing theMessageProofreading theFinal ProductDistributing theMessageCopyright 2017 Pearson Education,Ltd.Chapter 4 - 10

Optimizing Your Writing Time100%75%50%25%50%0%PlanningCopyright 2017 Pearson Education,Ltd.25%25%WritingCompletingChapter 4 - 11

Analyzing the Situation (LO 2) Explain why it’s important to analyze a communicationsituation in order to define your purpose and profile youraudience before writing a message.Copyright 2017 Pearson Education,Chapter 4 - 12Ltd.

Defining Your PurposeGeneralPurpose To Inform To Persuade To CollaborateSpecificPurpose What You’ll Accomplish What Audience Will Do What Audience Will ThinkCopyright 2017 Pearson Education,Ltd.Chapter 4 - 13

Analyzing Your PurposeWill the Message Change Anything?Is Your Purpose Realistic?Is the Timing of the Message Right?Will Your Purpose Be Acceptable?Copyright 2017 Pearson Education,Ltd.Chapter 4 - 14

Developing an Audience Profile (1 of 2)Identify Primary Audience MembersDetermine Audience Size and LocationDetermine Composition of the AudienceCopyright 2017 Pearson Education,Ltd.Chapter 4 - 15

Developing an Audience Profile (2 of 2)Gauge Their Level of UnderstandingCheck Their Expectations/PreferencesForecast Their Probable ReactionCopyright 2017 Pearson Education,Ltd.Chapter 4 - 16

Using Audience Analysis to Plan a MessageCopyright 2017 Pearson Education,Ltd.Chapter 4 - 17

Predicting the Effects of Audience CompositionCopyright 2017 Pearson Education,Ltd.Chapter 4 - 18

Gathering Information (LO 3) Discuss information-gathering options for simple messages,and identify three attributes of quality information.Copyright 2017 Pearson Education,Chapter 4 - 19Ltd.

Informal Techniques for Gathering Information Consider the audience’s perspective. Listen to the community. Read reports and company documents. Survey supervisors, colleagues, customers. Ask your audience for input.Copyright 2017 Pearson Education,Chapter 4 - 20Ltd.

Uncovering Audience NeedsNeeds ThatAre ApparentCopyright 2017 Pearson Education,Ltd.Needs ThatAre HiddenChapter 4 - 21

Providing Required InformationIs the Information Accurate?Is the Information Ethical?Is the Information Pertinent?Copyright 2017 Pearson Education,Ltd.Chapter 4 - 22

Selecting the Best Combination of Media andChannels (LO 4) List the factors to consider when choosing the mostappropriate medium for a message.Copyright 2017 Pearson Education,Chapter 4 - 23Ltd.

Copyright 2017 Pearson Education,Chapter 4 - 24Ltd.

The Most Common Medium and ChannelCombinations In-Person Channelum Digital Channel In-Person Channel Digital Channelm In-Person Channel Digital ChannelCopyright 2017 Pearson Education,Ltd.Chapter 4 - 25

Rich media convey a message via more than oneinformational cueCopyright 2017 Pearson Education,Ltd.Chapter 4 - 26

facilitate feedback,Copyright 2017 Pearson Education,Ltd.Chapter 4 - 27

Oral MediumIn-PersonChannelDigitalChannelCopyright 2017 Pearson Education,Ltd. Conversations Speeches Meetings Phone Calls Podcasts VoicemailChapter 4 - 28

Written MediumPrintChannel Memos Letters Reports and ProposalsDigitalChannel Tweeting and Texting Website Contents Book-Length ReportsCopyright 2017 Pearson Education,Ltd.Chapter 4 - 29

Visual MediumPrintChannel Photographs Diagrams Charts and GraphsDigitalChannel Infographics Interaction and Animation Digital VideoCopyright 2017 Pearson Education,Ltd.Chapter 4 - 30

Challenges of Communication on Mobile DevicesScreen Size and ResolutionConsumingDigital MediaInput TechnologiesBandwidth and ConnectivityData and Operating CostsCopyright 2017 Pearson Education,Ltd.Chapter 4 - 31

Factors to Consider When Choosing Media andChannels (1 of 2)Media RichnessLevel of FormalityMedia LimitationsChannelLimitationsCopyright 2017 Pearson Education,Ltd.Chapter 4 - 32

Factors to Consider When Choosing Media andChannels (2 of 2)Message UrgencyMessage CostAudiencePreferencesSecurity andPrivacyCopyright 2017 Pearson Education,Ltd.Chapter 4 - 33

Organizing Your Information (LO 5) Explain why good organization is important to both you andyour audience, and list the tasks involved in organizing a message.Copyright 2017 Pearson Education,Chapter 4 - 34Ltd.

Effective OrganizationHelps ReadersHelps WritersAids UnderstandingBoosts AcceptanceSaves TimeSaves TimeSaves EnergyBuilds ReputationCopyright 2017 Pearson Education,Ltd.Chapter 4 - 35

Defining Your Main IdeaWhat’s theTopic?What’s theMain Idea?The OverallSubjectYour StatementAbout the TopicCopyright 2017 Pearson Education,Ltd.Chapter 4 - 36

Generating Creative Ideas BrainstormingWhat’sthe MainIdea? Journalistic Approach Questions & Answers Storyteller’s Tour Mind MappingCopyright 2017 Pearson Education,Ltd.Chapter 4 - 37

Defining Topic and Main IdeaCopyright 2017 Pearson Education,Ltd.Chapter 4 - 38

Main IdeaLimiting Your ScopeCopyright 2017 Pearson Education,Ltd. Information You Present Overall Length of the Message Level of Detail in the MessageChapter 4 - 39

Choosing Between Direct and Indirect ApproachesDirect ApproachIndirect ApproachAudienceReactionEager, interested,pleased, ingMain idea, request,good newsBuffer statement;lead up to reasonsStatement orquestionMessageBodyNecessary detailsProvide reasons;state bad newsArouse interest;build desire to actMessageCloseCordial comment;request actionClose cordiallyRequest actionCopyright 2017 Pearson Education,Ltd.Chapter 4 - 40

Outlining Your Content(Basic Structure)I.First major pointA. First subpoint1. Examples and evidence2. Examples and evidencea. Detailb. DetailB.II.Second subpointSecond major pointA. First subpointB. Second subpointCopyright 2017 Pearson Education,Chapter 4 - 41Ltd.

Six Types ofDetailsCopyright 2017 Pearson Education,Chapter 4 - 42Ltd.

Improving the Organization of Your Message (1 of 2)Copyright 2017 Pearson Education,Ltd.Chapter 4 - 43

Improving the Organization of Your Message (2 of 2)Copyright 2017 Pearson Education,Ltd.Chapter 4 - 44

Excellence in Business Communication - Chapter 4 ENL 320. . Explain why it’s important to analyze a communication situation in order to define your purpose and profile your audience before writing a message. 3. Discuss Information-gathering options for simple messages, and