1. Planning
Business Messages
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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
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3. Organizing the Message
50% Planning
25% Writing
25% Completing
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4. Analyzing the Situation
Who is the What is the
audience? purpose?
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5. Define Your Purpose
General Purpose Specific Purpose
To Inform Your Goals
To Persuade Audience Thoughts
To Collaborate Audience Actions
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6. Analyze Your Purpose
Will anything change?
Is the purpose realistic?
Is the timing right?
Is the purpose acceptable?
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7. Profile Your Audience
Primary Members
Size and location
Composition
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8. Profile Your Audience
Knowledge Level
Expectations
Probable Reaction
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9. Gather Information
Views of Others
Company Documents
Coworkers or Customers
Audience Input
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10. Uncover Audience Needs
Required Information
Accurate Ethical Pertinent
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11. Select the Medium
Oral Written
Visual Electronic
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12. Oral Communication
• Conversations
• Interviews
• Speeches
• Presentations
• Meetings
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13. Written Communication
Memos Letters
Reports Proposals
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14. Visual Communication
Communicate fast
Clarify complexity
Overcome barriers
Expedite memory
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15. Electronic Communication
Oral Media
Written Media
Visual Media
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16. Choosing the Right Medium
Media Message Media
Richness Formality Limitations
Sender Urgency Audience
Intentions and Cost Preferences
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17. Organizing the Message
Promote Productivity
Boost Understanding
Increase Acceptance
Save Audience Time
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18. Defining the Main Idea
Overall Subject of
The Topic
the Message
Specific Statement
The Main Idea
About the Topic
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19. Generating Brainstorming
Creativity
Journalistic Approach
Questions & Answers
Storyteller’s Tour
Mind Mapping
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20. Limiting Message Scope
Length Issues Support Points
Audience Research
Attitude Depth
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21. Choosing the Approach
Direct Approach Indirect Approach
(Deductive) (Inductive)
Audience Reaction
Message Length
Message Type
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22. 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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23. Basic Message Structure
State Main Idea
State Major Points
Provide Evidence
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