Ch4 Planning Business Messages

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1. Describe the three-step writing process

The three-step writing process consists of planning, writing, and completing your message. As a starting point, allot half your available time for planning, one-quarter for writing and one-quarter for completing your messages-but adjust these percentages for each project. Trying to save time by skimping on planning usually costs your more time in the long run. Your general purpose maybe to inform, to persuade, or to collaborate. To determine the specific purpose, think of how the audience’s ideas or behavior should be affected by the message. Defer sending a message, or do not send it at all, if : 1) nothing will change as a result of sending it 2) The purpose is not realistic 3) the timing is not right 4) The purpose is not acceptable to your organization.

2. Explain why it’s important to analyze the situation and define your purpose carefully before writing a message.

Your general purpose maybe to inform, to persuade, or to collaborate. To determine the specific purpose, think of how the audience’s ideas or behavior should be affected by the message. Ask yourself some key questions about your audience: 1) who are the most important people in the audience? 2) how many people do you need to reach? 3) How much do they already know about the subject? 4) What is their probable reaction to your message? If audience members have different levels of understanding of the topic, aim your message at the most influential decision makers. To win over a skeptical audience, use a gradual approach and plenty of evidence.

3. Discuss information-gathering options for simple messagee and identify three attributes of quality information.

If you are given a vague request, ask questions to clarify it before plan a response. If appropriate, include additional information that might be helpful, even though the requester didn’t specifically ask for it. Test the completeness of your document by making sure it answers all six journalistic questions: who what, when, where, why, and how. Be certain that the information you provide is accurate and that the commitments you make can be kept. A clear sense of ethics should guide your decisions when determining how much detail to include in your message. Audiences respond best to information that has been filtered and prioritized to meet their needs. Rely on common sense if you don’t know enough about your audience to know exactly what will interest them.

4. List the factors to consider when choosing the most appropriate medium for a message

Some media deliver messages faster than others; avoid using instantaneous delivery to crate a false sense of urgency. When choosing the appropriate medium, don’t forget to consider your audience’s preferences and expectations.

5. Explain why good organization is important to both your and your audience.

Limit the number of support point; having fewer, stronger points is a better approach than using many, weaker points.

6. Explain the differences between the direct and indirect approaches to organizing a message.

Use the direct approach if the audience’s reaction is likely to be positive and the indirect approach if it is likely be negative. Routine and positive messages nearly always use the direct approach. In many situations, you can cushion the blow of negative news by introducing it with other, more positive information. Persuasive messages can be a challenge because you are asking your audience to give up something, such as time, money, beliefs, or habits. Particularly with longer messages, using an outline is an indispensable way to visualize how all the points will fit together. You may want to experiment with other organizational schemes in addition to traditional outlines. Major supporting points clarify and explain your main idea. Each major point must be supported with enough specific evidence to be convincing, but don’t pile on so much evidence that your message becomes overly long or boring.

Interesting Web:

http://www.dailywritingtips.com/the-writing-process/

From this web, we can get tips of writing process, such as prewriting, writing, revising, editing, publishing, and conclusion.