1. PLANNING
BUSINESS MESSAGES
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Chapter 4 - 1

2. The Three-Step Process
Planning
Writing
Completing
Analyze Situation
Adapt to
the Audience
Revise
Gather Information
Select Medium
Get Organized
Compose
the Message
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Produce
Proofread
Distribute
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3. OPTIMIZING YOUR TIME
50% Planning
25%
Completing
25% Writing
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Chapter 4 - 3

4. Analyzing the Situation
Who is the
Audience?
What is the
Purpose?
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Chapter 4 - 4

5. Define Your Purpose
General Purpose
Specific Purpose
To Inform
Your Goals
To Persuade
Audience Actions
To Collaborate
Audience Thoughts
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6. Check Your Purpose
What will
change?
Is it
acceptable?
Is the timing
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right?
Is it
realistic?
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7. Profile Your Audience
Primary Members
Knowledge Level
Size and Location
Expectations
Composition
Probable Reaction
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8. Gathering Information
Uncover
needs
Provide
information
Find your focus
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Chapter 4 - 8

9. Select the Medium
Oral
Visual
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Written
Electronic
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10. Oral communication
• Conversations
• Interviews
• Speeches or Presentations
• Meetings
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11. Written Communication
Memos
Letters
Reports
Proposals
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12. Visual Communication
 Powerpoint
 Graphs, Charts,
etc.
 Video
 Multimedia
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13. Electronic
Communication
• Oral Media
• Written Media
• Visual Media
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Chapter 4 - 13

14. Choosing the Medium
Media
Richness
Message
Formality
Media
Limitations
Message
Urgency
Cost
Factors
Audience
Preferences
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Chapter 4 - 14

15. Benefits of
Organization
Figure 4.8
Good Organization
Clear Thinking
Easy to Understand
Well Received and
Clearly Understood
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Chapter 4 - 15

16. Defining the Main Idea
The
Topic
Overall Subject
of the Message
The
Main Idea
Specific Statement
About the Topic
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Chapter 4 - 16

17. Generating ideas: Brainstorming

18. Generating ideas: Mind mapping

19. Generating ideas: Question-andanswer chain
Work back towards your
message beginning with
anticipated audience questions

20. Generating ideas: Informal outline

21. Limiting Message Scope
Based on Audience
Knowledge
Only relevant supporting
information
Information
overload

22. Choosing the Approach
Direct Approach
Indirect Approach
Receptive or Skeptical
Audience
Message Length
e.g., Short versus Longer
Message Type—Routine and
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Negative, Persuasive
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23. Basic Message Structure
State
main
idea
State
major
points
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Provide
evidence
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24. Organizing the Content: The Formal
Outline
Alphanumeric
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
Decimal
1.0 First Major Point
1.1 First subpoint
1.2 Second subpoint
1.2.1 Evidence
1.2.2 Evidence
1.3 Third subpoint
2.0 Second Major Point
2.1 First subpoint
2.2 Second subpoint
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Chapter 4 - 24

25. Organization Chart Outlines
The Main Idea
I. Major Point
II. Major Point
III. Major Point
A. Evidence
A. Evidence
A. Evidence
B. Evidence
B. Evidence
B. Evidence
C. Evidence
C. Evidence
C. Evidence25
Chapter 4 -
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