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Module 3
1.
Planning
Business Messages Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 3 - 1
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 Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 3 - 2
3.
Organizing the Message
50% Planning 25% Writing 25% Completing Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 3 - 3
4.
Analyzing the Situation
Who is the What is the audience? purpose? Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 3 - 4
5.
Define Your Purpose
General Purpose Specific Purpose To Inform Your Goals To Persuade Audience Thoughts To Collaborate Audience Actions Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 3 - 5
6.
Analyze Your Purpose
Will anything change? Is the purpose realistic? Is the timing right? Is the purpose acceptable? Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 3 - 6
7.
Profile Your Audience
Primary Members Size and location Composition Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 3 - 7
8.
Profile Your Audience
Knowledge Level Expectations Probable Reaction Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 3 - 8
9.
Gather Information
Views of Others Company Documents Coworkers or Customers Audience Input Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 3 - 9
10.
Uncover Audience Needs
Required Information Accurate Ethical Pertinent Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 3 - 10
11.
Select the Medium
Oral Written Visual Electronic Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 3 - 11
12.
Oral Communication
• Conversations • Interviews • Speeches • Presentations • Meetings Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 3 - 12
13.
Written Communication
Memos Letters Reports Proposals Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 3 - 13
14.
Visual Communication
Communicate fast Clarify complexity Overcome barriers Expedite memory Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 3 - 14
15.
Electronic Communication
Oral Media Written Media Visual Media Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 3 - 15
16.
Choosing the Right
Medium Media Message Media Richness Formality Limitations Sender Urgency Audience Intentions and Cost Preferences Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 3 - 16
17.
Organizing the Message
Promote Productivity Boost Understanding Increase Acceptance Save Audience Time Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 3 - 17
18.
Defining the Main
Idea Overall Subject of The Topic the Message Specific Statement The Main Idea About the Topic Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 3 - 18
19.
Generating
Brainstorming Creativity Journalistic Approach Questions & Answers Storyteller’s Tour Mind Mapping Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 3 - 19
20.
Limiting Message Scope
Length Issues Support Points Audience Research Attitude Depth Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 3 - 20
21.
Choosing the Approach
Direct Approach Indirect Approach (Deductive) (Inductive) Audience Reaction Message Length Message Type Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 3 - 21
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 Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 3 - 22
23.
Basic Message Structure
State Main Idea State Major Points Provide Evidence Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 3 - 23
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