Chapter 2 - Getting Started Planning and Writing Business Messages
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Wednesday January 19th, 2011
Getting Started Planning and Writing Business Messages
Steps in the Writing Process
assessing the purpose, audience and most appropriate channel for the communication
-Organizing and Outlining
mapping out the most strategic and logical arrangements of ideas and details
composing the actual message by choosing the precise wording and the style of organization
that delivers information
-Revising and Editing:
evaluating your draft from the point of view of your readers to check for completeness,
coherence, accuracy, consistency and appropriateness of language and organization
-most messages aren’t just communicated they are send with a specific audience in mind, even if the
audience is large or dispersed one
-in business today, it is uncommon to communicate with people you may never meet face to face
useful to focus your message by thinking about the members of your audience beforehand and
evaluating their needs
-by guarding false assumptions you can also make a few educated guesses based on the receiver’s
professional position and responsibilities relative to your own
apply this can influence how a message is received and increases its chances for success
-is sometimes done unconsciously almost out of habit but in other cases it may require serious
consideration to determine what your receiver is like
-ask the following questions:
1. What are the receiver’s responsibilities and position?
2. What are the receiver’s attitudes, interests and questions?
3. What is your experience with the receiver?
4. How much does the receiver know about the subject?
5. What is the receiver’s likely response?
6. What words define your relationship with the receiver?
7. Is there more than one receiver?
8. Do you need to adapt your message for an international receiver?
9. Does the receiver have particular expectations?