NOTES Chapter 4 NOTES - Chapter 4 NOTES Understanding the...

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Chapter 4 NOTES Understanding the Three-Step Process The writing process may be viewed as three simple steps: Step 1. Planning business messages Analyzing the situation Gathering information Selecting the right medium Organizing the information Step 2. Writing business messages Adapting to your audience Composing your message Step 3. Completing business messages Revising your message Producing your message Proofreading your message Distributing your message When writing business messages, try scheduling your time as follows: Planning: Approximately one-half of your time Writing: About one-quarter of your time Completing: About one-quarter of your time Effective communicators complete all three steps, although not necessarily in order. Analyzing Your Situation A successful message starts with a clear purpose that connects the sender’s needs with the audience’s needs. All business messages have a general purpose: To inform To persuade To collaborate Your general purpose helps you define your overall approach The information you need to gather
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The way you organize your message The general purpose determines the degree of audience participation and message control: Informing your audience requires little audience interaction. Persuading your audience requires a moderate amount of audience participation. Collaborating with audience members requires maximum audience participation. Within your general purpose, each message also has a specific purpose, which identifies What you hope to accomplish with your message What your audience should do or think after receiving your message To decide whether to proceed with your message, ask yourself four questions: 1. Will anything change as a result of your message? 2. Is your purpose realistic? 3. Is the time right? 4. Is your purpose acceptable to your organization? Develop an audience profile by Identifying the primary audience Determining audience size and geographic distribution Determining audience composition Gauging your audience members’ level of understanding Understanding audience expectations and preferences Forecasting probable audience reaction Gathering information For many kinds of business messages, you can informally gather information to satisfy your audience’s needs by Considering other viewpoints Reading reports and other company documents Talking with supervisors, colleagues, or customers Asking your audience for input Find out what your audience members want to know: Listen to their requests. Clarify vague or broad requests by asking questions to narrow the focus.
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NOTES Chapter 4 NOTES - Chapter 4 NOTES Understanding the...

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