Ch04 Planning Bus Messages

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Readers Needs

What will happen by failing to understand

and accommodating the readers needs?

The result is: confusing, frustrating

messages that that dont help the

readeror the writer.

Prentice Hall, 2008 Business Communication Today, 9eMaher ARAFAT

Chapter 4 - 2


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Prentice Hall, 2008 Business Communication Today, 9e Chapter 4 - 3

Three-Step Writing Process

Planning / Investigation

Writing / Drafting Completing / Revising


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Optimizing Writing Time

Planning 50%

Writing 25%

Completing 25%

Depending on:

1.subject,

2.audience, the

3.Writers knowledge about the subject


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1. Analyze the Situation

1.1 Define your purpose

1.2 Profile your audience


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1.1. Define Your Purpose

General

Inform

Persuade

Collaborate

Specific

Outcomes

Timing and realism

Acceptability


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1.2. Profile Your Audience

Identify primary audience

Determine size and location

Determine composition

Gauge level of understanding

Project expectations and preferences

Forecast probable reaction


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2. Gather Information

Informal methods

Viewpoints of others

Reports and company documents

Supervisors, colleagues, customers

Audience input


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2.1. Determine Audience Needs

Provide accurate information

Provide ethical information Provide pertinent information


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3. Selecting the Medium

1. Oral media

2. Written media

3. Visual media

4. Electronic media


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3.1. Oral Communication

Face-to-face conversations

Interviews

Speeches

Presentations

Meetings


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Analysis of Oral Media

Advantages Immediate feedback

Ease of interaction

Rich nonverbal cues

Emotional content

Disadvantages

Minimal participation

Nonpermanent Reduced control

No editing or

revision


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3.2. Written Communication

Memos

Letters

Reports

Proposals


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Analysis of Written Media

Advantages Message control

Audience reach

Permanent record

Minimize distortion

Disadvantages

Delayed feedback

Lacks nonverbalcues

Creation and

distribution

Preparation andproduction


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3.3. Visual Communication

Charts

Graphs

Diagrams


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Analysis of Visual Media

Advantages

Expedite

communication Less intimidating

Assist audience

Disadvantages

Learning curve

Preparation time Transmittal and

storage


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3.4. Electronic Communication

Oral communication

Telephone calls, teleconferencing,

voicemail, audio CDs, podcasts Written communication

Email, instant messaging, websites, wikis

Visual communication Electronic presentations, computer

animation, video


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Analysis of Electronic Media

Advantages

Delivery speed

Audience reach

Multimedia

Accessibility

Disadvantages

Overuse

Privacy issues

Security risks

Productivity


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Choosing the Right Media

Media richness

Message formality

Media limitations

Sender intentions

Urgency and cost

Audience preferences


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4. Organizing Information

Get to the point

Omit irrelevant details

Organize your ideas

Indicate necessary information


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4.1. Importance of Organization

Improves productivity

Boosts understanding

Increases acceptance

Saves audience time


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5. Define the Main Idea

General purpose (to inform, persuade, collaborate)

Specific purpose

Basic topic

Main idea


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5.1. Generating Ideas

Brainstorming

Mapping

Storytellers tour

Journalistic approach (wh friends)

Question-answer chain
http://localhost/var/www/apps/conversion/English%2025/English/Brainstorming.ppthttp://localhost/var/www/apps/conversion/English%2025/English/Brainstorming.ppt


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5.3. Limiting the Scope

Time and space

Number of main ideas

Audience attitude

Depth of research


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6. Sequencing the Message

Direct approach (Deductive)

When you have a receptive audience start with

conclusion, main ideas then evidence.

Indirect approach (Inductive)

When you have a resistant or skeptical audience start

with evidence then conclusion, main ideas.


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MessageType

AudienceReaction

Type ofApproach

Routine, Good-Newsor Good Will

PleasedOr Neutral Direct

PersuasiveUninterested

or UnwillingIndirect

Bad News Displeased Indirect

Classifying Messages


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7. Outlining Content

I. First Major Part

A. First subpoint

B. Second subpoint1. Evidence

2. Evidence

C. Third subpoint

II. Second Major PointA. First subpoint

B. Second subpoint

1.0 First Major Part

1.1 First subpoint

1.2 Second subpoint1.2.1 Evidence

1.2.2 Evidence

1.2.3 Third subpoint

2.0 Second Major Point2.1 First subpoint

2.2 Second subpoint

Alphanumeric Decimal


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Prentice Hall, 2008Business Communication Today, 9e Chapter 4 - 28

Organization Chart Outlines

The Main Idea

I. Major Point II. Major Point III. Major Point

A. Evidence

B. Evidence

C. Evidence

A. Evidence

B. Evidence

C. Evidence

A. Evidence

B. Evidence

C. Evidence


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Prentice Hall, 2008Business Communication Today, 9e Chapter 4 - 29

Organizing Messages

State the main idea

State major points

Provide evidence

Documents

Ch04 Planning Bus Messages