PlanningBusiness
Business
Planning
Messages
Messages
Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall
Chapter 4 1
Learning Objectives
1. Using the Three-Step Writing Process
2. Analyzing the situation
3. Gathering information
4. Selecting the right medium
5. Organizing your information
Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall
Chapter 4 2
Understanding the
Three-Step Writing
Process
Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall
Chapter 4 3
The Three-Step
Process
1
Plan
Analyze the Situation
Gather Information
Choose the Medium
Get Organized
2
Write
Adapt to the Audience
Compose the
Message
Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall
3
Complete
Revise Message
Produce Message
Proofread Message
Distribute Message
Chapter 4 4
Optimize Writing
Time
• 50% Planning
• 25% Writing
• 25% Completing
Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall
Chapter 4 5
Planning
Effectively
Provide Information
Expedite Writing
Minimize Mistakes
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Chapter 4 6
Analyzing the Situation
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Chapter 4 7
Define the
Purpose
• Specific Goal
• General Goal
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Chapter 4 8
Analyze the Purpose
• Will your message change anything?
• Is your purpose realistic?
• Is the timing right for your message?
• Will your purpose be acceptable?
Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall
Chapter 4 9
Profile the Audience
•
•
•
•
•
•
Primary Members
Size and Location
Composition
Understanding
Expectations
Reactions
Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall
Chapter 4 10
Gathering Information
Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall
Chapter 4 11
Locate Information
• Audience
• Community
• Documentation
• Colleagues
• Customers
• Supervisors
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Chapter 4 12
Assess Audience
Needs
•Apparent
•Hidden
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Chapter 4 13
Establish Your
Focus
Discovery Techniques
Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall
Chapter 4 14
Provide Information
Information
Provide
Who?
Who?
What?
What?
When?
When?
Journalistic
Journalistic
Approach
Approach
Where?
Where?
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Why?
Why?
How?
How?
Chapter 4 15
Information Quality
Is the information accurate?
Is the information ethical?
Is the information pertinent?
Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall
Chapter 4 16
Selecting the Right
Medium
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Chapter 4 17
Oral Media
• Conversations
• Interviews
• Speeches
• Presentations
• Meetings
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Chapter 4 18
Written Media
Memos
Memos
Letters
Letters
Reports
Reports
Proposals
Proposals
Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall
Chapter 4 19
Visual Media
•
•
•
•
Communicate Fast
Clarify Complexity
Overcome Barriers
Expedite Memory
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