Chapter 3

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Planning Business
Messages
Learning Objectives
1. Using the Three-Step Writing Process
2. Analyzing the situation
3. Gathering information
4. Selecting the right medium
5. Organizing your message
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Understanding the Three-
Step Writing Process
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Situation
Information
Medium
Organization
Revise
Produce
Proofread
Distribute
Adapt to
the Audience
Compose
the Message
Planning Completing Writing
Three-Step Process
Analyzing the Situation
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Define the Purpose
General
Specific
Analyze the Purpose
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Will your message change anything?
Is your purpose realistic?
Is the timing right for your message?
Will your purpose be acceptable?
Profile the Audience
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Primary Members
Size and Location
Composition
Understanding
Expectations
Reactions
Gathering Information
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Audience Perspective
Community Input
Company Documents
Audience Input
Colleagues & Customers
Locate Information
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Provide Information
Selecting the Right Medium
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Oral Media
Conversations
Interviews
Speeches
Presentations
Meetings
Written Media
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Memos
Proposals Reports
Letters
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Visual Media
Communicate Fast
Clarify Complexity
Overcome Barriers
Expedite Memory
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Speaking
Writing
Visualizing
Electronic Media
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Choose the Medium
Richness
Limitations
Cost
Formality
Urgency
Preferences
Organizing Your Message
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Good Organization
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Helps Readers Helps Writers
Understanding
Acceptance
Time
Time
Energy
Reputation
Define the Main Idea
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Overall Subject
Topic
Topic Statement
Main Idea
Generate Creative Ideas
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Brainstorming
Journalistic Approach
Questions & Answers
Storytellers Tour
Mind Mapping
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Limit Message Scope
Information
Length
Detail
Main Idea
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Choose the Approach
Direct Indirect
Audience Reaction
Message Length
Message Type
Outline the Content
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Major Points
Supporting
Details
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Message Structure
Main Idea
Major Points
Examples
Evidence
Storytelling Techniques
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Inspiration
Teaching
Warning
Persuasion
The Beginning
The Middle
The Ending
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Planning
Business Messages