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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 Revise


the Audience
Gather Information Produce

Select Medium Proofread


Compose
Get Organized the Message Distribute
Chapter 1 - 3
Optimizing Your Time

50% Planning

25% Writing

25% Completing

Chapter 1 - 4
Analyzing the Situation

Who is the What is the


audience? purpose?

Chapter 1 - 5
Define Your Purpose
General Purpose Specific Purpose

To Inform Your Goals

To Persuade Audience Actions

To Collaborate Audience Thoughts

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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

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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
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Electronic Communication

Oral Media

Written Media

Visual Media

Chapter 1 - 14
Choosing the Medium

Media Message Media


Richness Formality Limitations

Message Cost Audience


Urgency Factors 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 The
Topic Main Idea

Overall Subject Specific Statement


of the Message 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 Decimal
I. First Major Point 1.0 First Major Point
A. First subpoint 1.1 First subpoint
B. Second subpoint 1.2 Second subpoint
1. Evidence 1.2.1 Evidence
2. Evidence 1.2.2 Evidence
C. Third subpoint 1.3 Third subpoint
II. Second Major Point 2.0 Second Major Point
A. First subpoint 2.1 First subpoint
B. Second subpoint 2.2 Second subpoint
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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


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Basic Message Structure

State Main Idea

State Major Points

Provide Evidence

Chapter 1 - 24
Planning
Business Messages

Chapter 1 - 25