chapter 1 - 1 1-1 planning business messages. chapter 1 - 2 case: requesting a recommendation after...
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Chapter 1 - 1
1-1
PLANNING BUSINESS MESSAGES
Chapter 1 - 2
Case: Requesting a Case: Requesting a recommendationrecommendation
• 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 - 3
The Three-Step The Three-Step ProcessProcess
Analyze SituationAnalyze Situation
Gather InformationGather Information
Select MediumSelect Medium
Get OrganizedGet Organized
ReviseRevise
ProduceProduce
ProofreadProofread
DistributeDistribute
Adapt to the Audience
Adapt to the Audience
Composethe Message
Composethe Message
PlanningPlanning CompletingCompletingWritingWriting
Chapter 1 - 4
Optimizing Your TimeOptimizing Your Time
50% Planning50% Planning50% Planning50% Planning
25% Writing25% Writing25% Writing25% Writing
25% Completing25% Completing25% Completing25% Completing
Chapter 1 - 5
Analyzing the Analyzing the SituationSituation
Who is the audience?
What is the purpose?
Chapter 1 - 6
Define Your PurposeDefine Your Purpose
General PurposeGeneral Purpose Specific PurposeSpecific Purpose
To InformTo InformTo InformTo Inform
To PersuadeTo PersuadeTo PersuadeTo Persuade
To CollaborateTo CollaborateTo CollaborateTo Collaborate
Your GoalsYour GoalsYour GoalsYour Goals
Audience ActionsAudience ActionsAudience ActionsAudience Actions
Audience ThoughtsAudience ThoughtsAudience ThoughtsAudience Thoughts
Chapter 1 - 7
Check Your PurposeCheck Your Purpose
What will change?
Is it realistic?
Is the timing right?
Is it acceptable?
Chapter 1 - 8
Profile Your Profile Your AudienceAudience
Knowledge LevelKnowledge Level
ExpectationsExpectations
Probable ReactionProbable Reaction
Primary MembersPrimary Members
Size and LocationSize and Location
CompositionComposition
Chapter 1 - 9
Gathering Gathering InformationInformation
Uncover Needs
Find Your Focus
Provide Information
Chapter 1 - 10
Select the MediumSelect the Medium
OralOral WrittenWritten
ElectronicElectronicVisualVisual
Chapter 1 - 11
Oral CommunicationOral Communication
• Conversations
• Interviews
• Speeches
• Presentations
• Meetings
Chapter 1 - 12
Written Written CommunicationCommunication
Memos Letters
Reports Proposals
Chapter 1 - 13
Visual CommunicationVisual Communication
Communicate Fast
Clarify Complexity
Overcome Barriers
Expedite Memory
Chapter 1 - 14
Electronic Electronic CommunicationCommunication
Oral MediaOral MediaOral MediaOral Media
Written Media Written Media Written Media Written Media
Visual MediaVisual MediaVisual MediaVisual Media
Chapter 1 - 15
Choosing the Choosing the MediumMedium
MessageUrgency
MessageUrgency
CostFactors
CostFactors
AudiencePreferences
AudiencePreferences
Media Richness
Media Richness
MediaLimitations
MediaLimitations
MessageFormality
MessageFormality
Chapter 1 - 16
Chapter 1 - 17
Benefits of Benefits of OrganizationOrganization
The Audience The Writer
Understanding
Acceptance
Time
Efficiency
Energy
Career
Chapter 1 - 18
Overall Subject of the Message
Overall Subject of the Message
Specific StatementAbout the Topic
Specific StatementAbout the Topic
The Topic
The Main Idea
Defining the Main IdeaDefining the Main Idea
Chapter 1 - 19
Generating IdeasGenerating Ideas
Brainstorming
Mind Mapping
Storyteller’s Tour
Journalistic Approach
Questions and Answers
Chapter 1 - 20
Limiting Message Limiting Message ScopeScope
Length Limits
Support Points
Subject Matter
Audience Knowledge
Chapter 1 - 21
Choosing the ApproachChoosing the Approach
Direct ApproachDirect Approach Indirect ApproachIndirect Approach
Audience ReactionAudience Reaction
Message LengthMessage Length
Message TypeMessage Type
Chapter 1 - 22
Outlining the ContentOutlining the Content
I. First Major Point
A. First subpoint
B. Second subpoint
1. Evidence
2. Evidence
C. Third subpoint
II. Second Major Point
A. First subpoint
B. Second subpoint
1.0 First Major Point
1.1 First subpoint
1.2 Second subpoint
1.2.1Evidence
1.2.2Evidence
1.3 Third subpoint
2.0 Second Major Point
2.1 First subpoint
2.2 Second subpoint
AlphanumericAlphanumeric DecimalDecimal
Chapter 1 - 23
Organization Chart Organization Chart
OutlinesOutlines
The Main IdeaThe Main Idea
I. Major PointI. Major Point II. Major PointII. Major Point III. Major PointIII. Major Point
A. EvidenceA. Evidence
B. EvidenceB. Evidence
C. EvidenceC. Evidence
A. EvidenceA. Evidence
B. EvidenceB. Evidence
C. EvidenceC. Evidence
A. EvidenceA. Evidence
B. EvidenceB. Evidence
C. EvidenceC. Evidence
Chapter 1 - 24
Basic Message Basic Message StructureStructure
State Main IdeaState Main Idea
State Major PointsState Major Points
Provide EvidenceProvide Evidence
Chapter 1 - 25
Planning Planning Business MessagesBusiness Messages