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    Applying The Three - Step Writing Process

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    shumaila parveen
    The document discusses the three-step writing process for business messages: 1) Planning, 2) Writing, and 3) Completing. It emphasizes spending 50% of the time on planning, which is crucial for efficient writing and avoiding errors. Effective planning involves analyzing the situation and audience, gathering relevant information, and organizing the content. Choosing the appropriate medium and channel is also part of the planning process.

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    Applying The Three - Step Writing Process

    Uploaded by

    shumaila parveen
    307 views10 pages
    The document discusses the three-step writing process for business messages: 1) Planning, 2) Writing, and 3) Completing. It emphasizes spending 50% of the time on planning, which is crucial for efficient writing and avoiding errors. Effective planning involves analyzing the situation and audience, gathering relevant information, and organizing the content. Choosing the appropriate medium and channel is also part of the planning process.

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    Applying the Three- step Writing Process

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    The document discusses the three-step writing process for business messages: 1) Planning, 2) Writing, and 3) Completing. It emphasizes spending 50% of the time on planning, which is crucial for efficient writing and avoiding errors. Effective planning involves analyzing the situation and audience, gathering relevant information, and organizing the content. Choosing the appropriate medium and channel is also part of the planning process.

    Copyright:

    © All Rights Reserved
    Download as PPTX, PDF, TXT or read online from Scribd
    Download as pptx, pdf, or txt
    307 views10 pages

    Applying The Three - Step Writing Process

    Uploaded by

    shumaila parveen
    The document discusses the three-step writing process for business messages: 1) Planning, 2) Writing, and 3) Completing. It emphasizes spending 50% of the time on planning, which is crucial for efficient writing and avoiding errors. Effective planning involves analyzing the situation and audience, gathering relevant information, and organizing the content. Choosing the appropriate medium and channel is also part of the planning process.

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    © All Rights Reserved
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    Applying the Three- step

    Writing Process
    1. Planning Business Messages
    2. Writing Business Messages
    3. Completing Business messages
    Optimizing your writing time
    As a general rule, set aside roughly 50% of time for
    planning, 25% for writing, and 25% for completing.
    The ideal time allocation varies from project to
    project. Simpler and shorter messages require less
    planning than long reports, websites, and other
    complex projects.
    Planning Effectively
    Skipping or shortchanging the planning stage often
    creates extra work and stress in the later process.
    With careful planning , the writing stage is faster,
    easier and much less stressful.
    Planning can save you from embarrassing blunders
    that could hurt your company or your career.
    1. Planning Business Messages
    Analyze the situation
    Gather information
    Choose Medium and Channel
    Organize the information
    1.1: Analyze the situation
    Determine whether the purpose of your message is to inform, persuade,
    or collaborate.(general purpose)
    Identify what you want your audience to think or do after receiving the
    message.(specific purpose)
    For instance, your goal is just to update the audience about some
    upcoming event, or you want to take immediate action?
    Make sure the time is right for your message.
    Make sure your purpose is acceptable to your organization.
    Determine the size(number) and composition(differences in culture,
    language, age, education, rank, status, attitudes, experience, biases,
    beliefs etc.) of your audience.(profile your audience)
    Estimate your audience’s level of understanding and probable reaction
    to your message.(profile your audience)
    Gathering information
    Decide whether to use formal or informal techniques for gathering
    information.

    Consider the audience’s perspective, listen to the community, read


    reports and company documents and reports, survey supervisors,
    colleagues, customers, ask your audience for input

    Find out what your audience needs to know. Uncovering audience


    needs that are apparent and that are hidden.
    Find your focus by using some discovery techniques. One popular
    technique is free writing.
    Provide all required information and make sure it’s accurate, ethical,
    and pertinent(relevant).
    Select the best combination of medium and channel for your message

    selecting the best combination of Media and Channel


    Understand the advantages and disadvantages of oral,
    written and visual media distributed through both
    digital and nondigital channels.
    Consider media richness, formality, media limitations,
    urgency, cost, and audience preference.
    Conti… The most common Medium and
    Channel combinations
    Oral, in-person (conversations, speeches, meetings)
    Oral, digital ( phone calls, podcasts, voicemail0
    Written, printed (memos, letters, reports and
    proposals)
    Written, digital ( Tweeting and Texting, websites
    contents, long reports)
    Visual, printed (photographs, diagrams, charts and
    graphs)
    Visual, digital ( Infographics, Animations, digital
    video)
    Conti… Challenges of communication on
    mobile devices
    Screen size and resolution
    Input technologies
    Bandwidth and connectivity
    Data and operating costs
    Organize your information
    Define your main idea( the topic is the broad subject; the main idea makes
    a statement about the topic).
    Limit your scope( the scope of your message is the range of information you
    present, the overall length, and the level of detail- all of which need to
    correspond to your main idea.
    Choose the direct or indirect approach
    The direct approach starts with the main idea of your message and support
    it with reasoning, evidence and examples.
    With the indirect approach, you withhold the main idea until you have built
    up to it logically and persuasively with reasoning, evidence, and examples.
    Outline content by starting with the main idea, adding major points, and
    illustrating with evidence.
    Look for opportunities to use storytelling to build audience interest.

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