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Excellence in business communication 12e by vthill and brovee chapter 04

Copyright © 2017 Pearson Education, Inc.


Excellence in
in
Excellence
Business Communication
Communication
Business
Chapter 4
Planning Business Messages

Copyright © 2017 Pearson Education, Inc.


Learning Objectives

1.
2.

(1 of 2)


Describe the three-step writing process.
Explain why it’s important to analyze a communication
situation in order to define your purpose and profile your
audience before writing a message.

3.

Discuss Information-gathering options for simple messages,
and identify three attributes of quality information.

Copyright © 2017 Pearson Education, Inc.

Chapter 4 - 3


Learning Objectives

4.

(2 of 2)

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

5.

Explain why good organization is important to both you and
your audience, and list the tasks involved in organizing a
message.

Copyright © 2017 Pearson Education, Inc.

Chapter 4 - 4


Understanding the
the Three-Step
Three-Step Writing
Writing

Understanding
Process
Process
(LO 1) Describe the three-step writing process.

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Chapter 4 - 5


The Three-Step Process

1

Plan

2

Write

Analyze Situation

3

Complete
Revise Message

Adapt to
the Audience
Gather Information

Produce Message

Choose Medium
and Channel

Proofread Message
Compose the
Message

Get Organized
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Distribute Message
Chapter 4 - 6


Planning Business Messages

Analyzing the
Situation

Choosing Media
and Channels

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Gathering
Information

Organizing the
Information

Chapter 4 - 7


Writing Business Messages

Adapting to the Audience

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Composing the Message

Chapter 4 - 8


Completing
Business Messages
Revising for Clarity
and Conciseness

Proofreading the
Final Product

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Producing the
Message

Distributing the
Message

Chapter 4 - 9


Optimizing Your Writing Time

50%

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25%

25%

Chapter 4 - 10


Analyzing the
the Situation
Situation
Analyzing

(LO 2) Explain why it’s important to analyze a communication
situation in order to define your purpose and profile your audience
before writing a message.

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Chapter 4 - 11


Defining Your Purpose

General
Purpose

Specific
Purpose

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To Inform
To Persuade
To Collaborate

What You’ll Accomplish
What Audience Will Do
What Audience Will Think

Chapter 4 - 12


Analyzing Your Purpose

Will the Message Change Anything?

Is Your Purpose Realistic?

Is the Timing of the Message Right?

Will Your Purpose Be Acceptable?
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Chapter 4 - 13


Developing an
Audience Profile

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(1 of 2)

Chapter 4 - 14


Developing an
Audience Profile

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(2 of 2)

Chapter 4 - 15


Using Audience Analysis to Plan a
Message

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Chapter 4 - 16


Predicting the Effects of Audience
Composition

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Chapter 4 - 17


Gathering Information
Information
Gathering

(LO 3) Discuss information-gathering options for simple messages,
and identify three attributes of quality information.

Copyright © 2017 Pearson Education, Inc.

Chapter 4 - 18


Informal Techniques for Gathering
Information







Consider the audience’s perspective.
Listen to the community.
Read reports and company documents.
Survey supervisors, colleagues, customers.
Ask your audience for input.

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Chapter 4 - 19


Uncovering Audience Needs

Needs That Are

Needs That Are

Apparent

Hidden

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Chapter 4 - 20


Providing Required Information

Is the Information Accurate?

Is the Information Ethical?

Is the Information Pertinent?

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Chapter 4 - 21


Selecting the
the Best
Best Combination
Combination
Selecting
of Media
Media and
and Channels
Channels
of
(LO 4) List the factors to consider when choosing the most
appropriate medium for a message.

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Chapter 4 - 22


The Most Common Medium and Channel
Combinations
Oral Medium

Written Medium

Visual Medium

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In-Person Channel
Digital Channel

In-Person Channel
Digital Channel

In-Person Channel
Digital Channel
Chapter 4 - 23


Oral Medium

In-Person
Channel

Digital
Channel

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Conversations
Speeches
Meetings

Phone Calls
Podcasts
Voicemail

Chapter 4 - 24


Written Medium

Print Channel

Digital
Channel

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Memos
Letters
Reports and Proposals

Tweeting and Texting
Website Contents
Book-Length Reports

Chapter 4 - 25


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