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Ch. 3: Planning Business Messages

Effective Business Message
A message that meets your? audience’s needs and gets your points across.
Efficient Business Message
A message that makes the best use of your time and your? audience’s time.
Long Messages
For anything beyond short and simple? messages, you should set aside roughly 50 percent of your available time for? planning, 25 percent for? writing, and 25 percent for completing.
General Purpose
The ____ of a business message is to? inform, to? persuade, to? collaborate, or to initiate a conversation.
Specific Purpose
A ____ of a business message identifies what you hope to accomplish with your message.
When you have a clear picture of your? audience, your next step is to?
Assemble the information you will include in your message. For simple? messages, you may already have all the information at? hand, but for more complex? messages, you may need to do considerable research and analysis before? you’re ready to begin writing.
Memos
They are brief printed documents traditionally used for the? routine, day-to-day exchange of information within an organization.
Letters
They are brief written messages sent to customers and other recipients outside the organization.
Topic
It is the overall subject of your message.
Main Idea
It is a specific statement about a topic.
Direct Approach
When you know your audience will be receptive to your? message, use this approach. Start with the main idea? (such as a? recommendation, conclusion, or? request) and follow that with your supporting evidence.
Three-Step Writing Process
This writing process consists of planning, writing, and completing your messages.
Plan (Three-Step Writing Process)
Analyze the situation, gather information, choose medium and channel, and organize the information.
Write (Three-Step Writing Process)
Adapt to your audience and compose the message.
Complete (Three-Step Writing Process)
Revise the message, produce the message, proofread the message, and distribute the message.
Analyze the situation (Plan)
Define your purpose and develop an audience profile.
Gather Information (Plan)
Determine audience needs and obtain the information necessary to satisfy those needs.
Choose Medium and Channel (Plan)
Identify the best combination for the situation, message, and audience.
Organize The Information (Plan)
Define your main idea, limit your scope, select a direct or an indirect approach, and outline your content.
Adapt To Your Audience (Write)
Be sensitive to audience needs by using a “you” attitude, politeness, positive emphasis, and unbiased language.
Compose The Message (Write)
Choose strong words that will help you create effective sentences and coherent paragraphs.
Revise The Message (Complete)
Evaluate content and review readability, edit and rewrite for conciseness and clarity.
Produce The Message (Complete)
Use effective design elements and suitable layout for a clean, professional appearance.
Proofread The Message (Complete)
Review for errors in layout, spelling, and mechanics.
Distribute The Message (Complete)
Deliver your message using the chosen medium; make sure all documents and all relevant files are distributed successfully.
Media
It can be divided into oral, written, and visual forms, and all three can be distributed through digital and nondigital channels.
Business Communication
Most of these type of communication efforts will involve the combination of written medium and digital channel.
Good Organization
____ benefits your audience by helping them understand and accept your message in less time. It also helps you by reducing the time and creative energy needed to create effective messages.
Steps for Message Organization
Define your main idea, limit the scope, choose the direct or indirect approach, and outline your information in a logical sequence.
Indirect Approach
When your audience will be skeptical about or even resistant to your message, use this approach. Start with the evidence first and build your case before presenting the main idea.
Storytelling
____ is an effective way to organize many business messages because it helps readers personalize the message and understand causes and consequences.
Oral
An advantage of using __________ media is that it involves rich nonverbal cues such as physical gestures and vocal inflection.
Visual Media
Using __________ can personalize and enhance the experience for audience members.
Include the minimum amount of information needed to convey a sender’s main idea to the recipients
The scope of a message should __________.
Knowledge-Management System
A ______ is a centralized database that collects the experiences and insights of employees throughout the organization.
Multimedia refers to __________.
The use of two or more electronic media to create a single message.
What is the phase of the three-step writing process that includes adapting to your audience and composing your message?
Writing Phase
What is a step in conducting audience analysis?
Forecast probable audience reactions.
What is a technique that is used during the gathering-information phase in the three-step writing process?
Read reports and other company documents.
What best describes the scope of a message?
It should include the minimum amount of information needed to convey a sender’s main idea to the recipients.
What is a letter?
A brief written message that is generally sent to recipients outside of the organization.
What is a knowledge-management system?
A centralized database that collects the experiences and insights of employees throughout the organization.
What step is included in the completing stage of the three-step writing process?
Produce the message.
What best describes the specific purpose of a message?
It is what you hope to accomplish with your message and what your audience should do or think after receiving your message.
What is to inform, persuade, or collaborate with the audience?
General purpose.
General
The __________ purpose of a business message is to inform, persuade, or collaborate with the audience.
The scope of a message should __________.
Include the minimum amount of information needed to convey a sender’s main idea to the recipients.
Specific
The __________ purpose is what you hope to accomplish with your message and what your audience should do or think after receiving your message.
Distribute
During the completing phase of the three-step writing process, you will __________ the message using the chosen medium.

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