Bcom PPT CHAPTER 4444

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Business Communication

Today

Chapter 4

Planning Business Messages

Copyright © 2016 Pearson Education Limited 1Chapter 4


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Learning Objectives

1. Describe the threestep !ritingprocess.

2. E"p#ain !hy it$s important toana#y%e a communicationsituation in order to de&ne your

purpose and proe your audiencebe'ore !riting a message.

(. Discuss the in'ormationgathering

options 'or simp#e messages.2Chapter 4 Copyright © 2016 Pearson Education Limited


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Learning Objectives

4. List 'actors to consider !henchoosing the most appropriate

medium 'or a message.). E"p#ain !hy good organi%ation is

important to both you and your

audience and #ist the tas*sin+o#+ed in organi%ing a message.

(Chapter 4 Copyright © 2016 Pearson Education Limited


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Understanding the Three-

tep !riting Process

,L- 4.1 Describe the threestep

!riting process.



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The Three-tep

Process

)Chapter 4 Copyright © 2016 Pearson Education Limited

Comp#ete/riteP#an

na#y%e ituation

ather 3n'ormation

Choose ediumand Channe#

et -rgani%ed

5e+ise essage

Produce essage

Proo'read essage

Distribute essage

dapt tothe udience

Compose theessage

1 2 (


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Planning Business

Messages


na#y%ing the

ituation

Choosing ediaand Channe#s

athering

3n'ormation

-rgani%ing the3n'ormation


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!riting Business

Messages

Copyright © 2016 Pearson Education Limited Chapter 4

dapting to theudience

Composing theessage


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Completing Business

Messages


5e+ising 'or C#arity

and Conciseness

Proo'reading the8ina# Product

Producing the

essage

Distributing theessage


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Optimi"ing #our

!riting Time

9Chapter 4 Copyright © 2016 Pearson Education Limited

P#anning /riting Comp#eting0:

2):

)0:

):

100:

)0: 2): 2):


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Planning $%ectively


;Pro+ide the 5ight3n'ormation

;/rite essages ore


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ummary o& 'iscussion

• 3n this section> !e discussed the'o##o!ing? – @he @hreetep Process? P#anning>

/riting> and Comp#eting

– -ptimi%ing Aour /riting @ime

–P#anning EBecti+e#y

• @he ne"t section !i## co+er Analyzing the Situation.



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(naly"ing the ituation

,L- 4.2 E"p#ain !hy it$s important to

ana#y%e a communication situation inorder to de&ne your purpose andproe your audience be'ore !riting a

message.Copyright © 2016 Pearson Education Limited 12Chapter 4


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1(Chapter 4 Copyright © 2016 Pearson Education Limited

enera#

Purpose

• @o 3n'orm•

@o Persuade• @o Co##aborate

peci&

cPurpos

e

• /hat Aou$## ccomp#ish

• /hat udience /i## Do• /hat udience /i## @hin*

'e)ning #our Purpose


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(naly"ing #our

Purpose

14Chapter 4 Copyright © 2016 Pearson Education Limited

/i## the essage Changenything

3s Aour Purpose 5ea#istic

3s the @iming o' the essage

5ight /i## Aour Purpose =ecceptab#e


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'eveloping an

(udience Pro)le

Copyright © 2016 Pearson Education Limited 1)Chapter 4

3denti'y Primary udience

embers

Determine udience i%e andLocation

Determine Composition o' theudience


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'eveloping an

(udience Pro)le


auge @heir Le+e# o'

nderstanding

Consider E"pectations andPre'erences

8orecast @heir Probab#e 5eaction


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• 3n this section> !e discussed the'o##o!ing? – De&ning Aour Purpose

– na#y%ing Aour Purpose

– De+e#oping an udience Proe

• @he ne"t section !i## co+erGathering Information.



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*athering +n&ormation

,L- 4.( Discuss in'ormationgathering

options 'or simp#e messages andidenti'y three attributes o' ua#ityin'ormation.



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Using +n&ormal

Techni,ues• Consider the audience$s

perspecti+e.

• Listen to the community.

• 5ead reports and companydocuments.

• ur+ey super+isors> co##eagues> andcustomers.

• s* your audience 'or input.Copyright © 2016 Pearson Education Limited 19Chapter 4


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Uncovering (udience

eeds


Feeds @hatre pparent

Feeds @hatre Gidden


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.inding #our .ocus

sing Disco+ery @echniues?• 8ree !riting

−i#ence your Hinner critic.I

−E"press your ideas.

• *etching

− @hin* +isua##y.−5e#ease trapped ideas.



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Providing /e,uired

+n&ormation


/hen/ho

/hy

Go!

/hat Journa#istic

pproach

/here


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$nsuring +n&ormation

0uality;3s the 3n'ormation ccurate

;3s the 3n'ormation Ethica#

;3s the 3n'ormation Pertinent


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• 3n this section> !e discussed the'o##o!ing? – sing 3n'orma# @echniues – nco+ering udience Feeds – 8inding Aour 8ocus –

Pro+iding 5euired 3n'ormation – Ensuring 3n'ormation


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electing the BestCombinationo& Media and Channels

,L- 4.4 List the 'actors to consider

!hen choosing the most appropriatemedium 'or a message.

Copyright © 2016 Pearson Education Limited 2)Chapter 4


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The Most CommonMedium and Channel

Combinations


3nPersonChanne#

Digita# Channe#

-ra# edium

3nPersonChanne#

Digita# Channe#

/rittenedium

3nPersonChanne#

Digita# Channe#Kisua# edium


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Oral Medium


3nPerson

Channe#

• -neon-neCon+ersations

•

8orma# Presentations• 8aceto8ace3nteractions

Digita#Channe

#

• @e#ephone Ca##s• Podcasts• Koicemai# essages


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!ritten Medium


Print

Channe#

• 5outine emos•

=usiness Letters• 5eports and Proposa#s

Digita#Channe

#

• @!eeting and @e"ting

• /ebsite Contents• =oo*Length

5eports


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1isual Medium


Print

Channe#

• Photographs•

Diagrams• Charts and raphs

Digita#Channe

#

• 3n'ographics

• 3nteractionnimation

• Digita# Kideo

h ll &


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Challenges o&Communication on

Mobile 'evices

Copyright © 2016 Pearson Education Limited (0Chapter 4

ConsumingDigita#edia

;creen i%e and5eso#ution

;3nput @echno#ogies

;=and!idth and

Connecti+ity ;Data and -peratingCosts

C id


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.actors to Consider!hen Choosing Media

and Channels


edia

5ichness

Le+e# o'

8orma#ity

ediaLimitations

Channe#Limitations

. C id


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.actors to Consider!hen Choosing Media

and Channels


essage

rgency essage Cost

udiencePre'erences

ecurity andPri+acy


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• 3n this section> !e discussed the'o##o!ing? – Common edia and Channe#

Combinations

– Cha##enges o' Communication on

obi#e De+ices – 8actors to Consider /hen Choosing

edia and Channe#s

• @he ne"t section !i## co+erOr anizin Your Information.

Copyright © 2016 Pearson Education Limited ((Chapter 4


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Organi"ing #our

+n&ormation,L- 4.) E"p#ain !hy good

organi%ation is important to both youand your audience and #ist the tas*sin+o#+ed in organi%ing a message.



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3. 8irst maMor point. 8irst subpoint

1. E"amp#es ande+idence

2. E"amp#es ande+idence

a. Detai#b. Detai#=. econd subpoint

33. econd maMor point

. 8irst subpointCopyright © 2016 Pearson Education Limited 40Chapter 4

Logica#

EBecti+e

Outlining #our Content


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Outlining #our Content


ain 3dea

2nd ubpoint

(rd ubpoint

1st ubpoint

E"amp#e

E"amp#e

E"amp#e

E"amp#e

E"amp#e

E"amp#e


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tructuring the

Message


tart !ith the ain 3dea

tate the aMor Points

Pro+ide E"amp#es andE+idence

3

5


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+nterest 2ith

torytellingTechni,ues


3nspiration

@eaching

/arning

Persuasion

@he =eginning

@he idd#e

@he Ending


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• 3n this section> !e discussed the'o##o!ing? – EBecti+e -rgani%ation – De&ning Aour ain 3dea

– enerating Creati+e 3deas

– Limiting Aour cope


(Continued on Net Slide!


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Business Communication

TodayChapter 4

Planning Business Messages

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Bcom PPT CHAPTER 4444