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Planning Business Messages

Planning Business Messages. Purposeful. Audience-Centered. Concise. Effective Business Messages. Three-Step Writing Process. 1 Planning. 2 Writing. 3 Completing. Analyze the Situation. Organize the Message. Revise the Message. Investigate the Topic. Produce the Message.

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Planning Business Messages

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  1. Planning Business Messages Business Communication Essentials

  2. Purposeful Audience-Centered Concise EffectiveBusiness Messages Business Communication Essentials

  3. Three-Step Writing Process 1 Planning 2 Writing 3 Completing Analyze the Situation Organize the Message Revise theMessage Investigate the Topic Produce theMessage Compose theMessage Adapt to the Audience Proofread the Message Business Communication Essentials

  4. General Purpose Specific Purpose Analyze Your Purpose Timing Delivery Realism Acceptability Business Communication Essentials

  5. Develop an Audience Profile • Identify primary audience • Determine size • Determine composition • Gauge level of understanding • Project expectations and preferences • Estimate probable reaction Business Communication Essentials

  6. Gather Information Formal Sources Opinions of Others Employees or Customers Interviews Company Files Audience Input Business Communication Essentials

  7. Provide Information Complete Accurate Pertinent Ethical Business Communication Essentials

  8. Business Communication Channels and Media Oral Channel Written Channel • Face-to-Face • Telephone • Meetings • Voice Mail • Videotape • Teleconferencing • Memos • Letters • Reports • E-mail • Websites • Instant Messages Business Communication Essentials

  9. Style and tone Feedback Time Cost Audience Selecting the BestChannel and Medium Business Communication Essentials

  10. “You” Attitude Positive Tone Credibility Polite Treatment Bias-Free Language Corporate Image Relating to the Audience Business Communication Essentials

  11. Instead of This Instead of This Use This Use This The “You” Attitude To help us process this order, we must ask for another copy of the requisition. So that your order can be filled promptly, please send another copy of the requisition. You should never use that type of paper in the copy machine. That type of paper doesn’t work very well in the copy machine. Business Communication Essentials

  12. Instead of This Instead of This Use This Use This Emphasize the Positive It is impossible to repair your vacuum cleaner today. Your vacuum cleaner will be ready by Tuesday. • Cheap merchandise • Toilet paper • Elderly person • Bargain prices • Bathroom tissue • Senior citizen Business Communication Essentials

  13. Establish Credibility Show Your Understanding Explain Your Credentials Avoid Exaggerating Believe in Yourself Business Communication Essentials

  14. Instead of This Instead of This Use This Use This Be Polite You really fouled things up with that last computer run. Let’s review what went wrong so that the next computer run goes smoothly. You’ve been sitting on our order for two weeks. We need it now! We are eager to receive our order. When can we expect delivery? Business Communication Essentials

  15. Gender Race or Ethnicity Age Bias Disability Use Bias-Free Language Business Communication Essentials

  16. Project the Company’s Image • Be a spokesperson • Convey the right impression • Minimize your own views • Maximize company interests Business Communication Essentials

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