Chapter 4- Planning Business Messages

Question 1

Describe The three-step Writing Process

Answer 1

Planning- Analyse the situation, gather info, select right medium, organize info(define the main idea, limit scope, choose an approach, organize message)

Write- Adapt to audience (“you attitude”, politeness, build relationships with audience), Compose Message (word choice- use strong words, positive words)

Complete- Revision of content for readability, clarity. conciseness, Produce message with design features for professional appearance; Proofread for design, typographical, grammatical errors; Distribute message- send, do follow up etc

Question 2

In analyzing the situation you have to look at the profile of your audience. How do you develop an audience profile?

Answer 2

1. Identify Primary Audience- Main target
2. Determine Audience Size and Geographic Distribution- Large scale message tailored differently than a local meeting with 30 persons
3. Audience Composition- who is from which culture, their similarities/differences

Question 3

In defining purpose of message, what are 3 questions to consider?

Answer 3

1. Will anything change as a result of the message? If the message cannot make an impact then it does not need to be made
2. Is this the right time?
3. Is your purpose acceptable to your organization? Only make messages that coincide with business rules/what the business would want.

Question 4

What are some ways of gathering information?

Answer 4

Informal- Listen to the community; talk with supervisors, colleagues or customers; listen for apparent needs

Formal- Doing research

Question 5

What are the 3 attributes of quality information?

Answer 5

1. Accuracy- correct
2. Ethical- honest, transparent
3. Pertinent- info that concerns your audience the most

Question 6

Factors to consider when choosing the right medium

Answer 6

1. Richness- verbal and non-verbal cues, allowance for feedback, personal focus
2. Formality- Instagram live is less formal than zoom call
3. Cost

Question 7

Benefits of Good Organization of Message

Answer 7

Helps Readers:

1. Understand the message
2. Increase acceptance
3. Save time in reading

Helps Writers:

1. Use clear logic
2. Write succinctly and clearly
3. Build a reputation

Question 8

State 3 methods of defining the main idea.

Answer 8

1. Brainstorimg- generate as many ideas as possible
2. Journalistic Approach- Using 5 w’s and how to extract ideas from unorganized data
3. Mind Mapping Technique- have a main idea, branch out with other related ideas that comes to mind

Question 9

What are 3 things to consider to limit your scope?

Answer 9

1. Information Presented- only present what conveys main idea
2. Overall Length- Limit supporting points to <= 6
3. Level of Detail- Depends on the topic, the audience’s perception of you. Skeptic audience require more detail

Question 10

Choosing Approach depends on

Answer 10

1. Audience likely reaction: negative- indirect, positive/neutral- direct

Question 11

blank

Question 12

How to outline thoughts

Answer 12

1. Main point
2. Supporting points
3. Visualization of relationships among various parts

Alternative ways: Organizational Chart or Mind mapping method

Question 13

Structuring message

Answer 13

1. Main Idea
2. Major points
3. Examples and Evidence

Question 14

How to build interest with story telling techniques

Answer 14

The beginning- Identify with the audience
The middle- pursue goal/ solve problem
The end answers questions/ offers lesson