Rodhiah Wahidah binti Abdul Wahid

BG16160652
1. Describe the three-step writing process.
- Firstly, planning. Planning consists of four task: analysing the situation (defining your
purpose and profiling your audience), gathering the information to meet your
audience’s needs, selecting the best medium for the message and the situation, and
organizing the information (defining your main idea, limiting your scope, selecting an
approach, and outlining your content).

- Second, the writing step consist of two tasks: adapting to your audience and
composing the message. Adapt your message to your audience by being sensitive to
audience needs, building a strong relationship with your audience, and controlling
your style. Compose your message by drafting your thoughts with strong words,
effective sentences, and coherent paragraphs.

- Third, by completing the message. This consists of four tasks: revising your message
by evaluating content and then rewriting and editing for clarity and conciseness,
producing you message by using effective design elements and suitable delivery
methods, proofreading your message for mistakes in spelling and mechanics, and
distributing it in a way that meets both your needs and your audience’s needs.

2. Explain why it’s important to analyse a communication situation in order to

define your purpose and profile your audience before writing a message.
A must know about your purpose to shape your message in a way that will achieve
your goal. Moreover, without a clear purpose to guide you, you are bound to waste
time and energy. To decide whether you should proceed with your message, answer
four questions: First, will anything change as a result of this message? Second, is my
purpose realistic? Third, is this the right time for this message? Fourth, is the purpose
acceptable to my organization?

3. List the factors to consider when choosing the most appropriate medium for a
message.
- First factor to consider is media richness. Richness is determined by the medium’s
ability to convey a message using more than one informational cue, such as sound,
motion, nonverbal cues, and so on.
- Other factors to consider when selecting media include the level of formality, the
specific limitations of each medium, the level of urgency, the cost of various media
options, and your audience’s preferences.