PLANNING BUSINESS MESSAGES

Chapter 1 - 1

1-1
 Case: Requesting a
recommendation
• After two years’ study in Hamdard
University, you are looking for a
job.

• Ask some professor to write a

letter of recommendation for you.
Chapter 1 - 2
The Three-Step Process.

Planning Writing Completing

Analyze Situation Adapt to Revise

the Audience
Gather Information Produce

Select Medium Proofread

Compose
Get Organized the Message Distribute
Chapter 1 - 3
Optimizing Your Time

25% Planning
25% Planning

50% Writing
50% Writing

25% Completing
25% Completing

Chapter 1 - 4
Analyzing the Situation

Who is the What is the

audience? purpose?

Chapter 1 - 5
 Define Your Purpose
General Purpose Specific Purpose

To
To Inform
Inform Your
Your Goals
Goals

To
To Persuade
Persuade Audience
Audience Actions
Actions

To
To Collaborate
Collaborate Audience
Audience Thoughts
Thoughts

Chapter 1 - 6
Check Your Purpose
What will change?

Is it realistic?

Is the timing right?

Is it acceptable?
Chapter 1 - 7
Profile Your Audience

Primary Members Knowledge Level

Size and Location Expectations

Composition Probable Reaction

Chapter 1 - 8
Select the Medium

Oral Written

Visual Electronic

Chapter 1 - 9
Oral Communication
• Conversations
• Interviews
• Speeches
• Presentations
• Meetings
Chapter 1 - 10
Written Communication

Memos Letters

Reports Proposals

Chapter 1 - 11
Electronic Communication

Oral
Oral Media
Media

Written
Written Media
Media

Visual
Visual Media
Media
Chapter 1 - 12
Choosing the Medium

Media
Media Message
Message Media
Media
Richness
Richness Formality
Formality Limitations
Limitations

Message
Message Cost
Cost Audience
Audience
Urgency
Urgency Factors
Factors Preferences
Preferences

Chapter 1 - 13
 Outlining the Content
Alphanumeric Decimal
I. First Major Point 1.0 First Major Point
A. First subpoint 1.1 First subpoint
B. Second subpoint 1.2 Second subpoint
1. Evidence 1.2.1 Evidence
2. Evidence 1.2.2 Evidence
C. Third subpoint 1.3 Third subpoint
II. Second Major Point 2.0 Second Major Point
A. First subpoint 2.1 First subpoint
B. Second subpoint 2.2 Second subpoint
Chapter 1 - 14