One is the lecture file and the other one is the assignement. As assignment says its from that lecture. I want it done ASAP.
Business Communication Today, Fifteenth Edition, Chapter 4, Planning Business Messages Advanced Business Communication Lecture 3 Planning Business Messages Copyright © 2021, 2018, 2016 Pearson Education, Inc. All Rights Reserved. Assistant Professor Sue Cameron Copyright © 2021, 2018, 2016 Pearson Education, Inc. All Rights Reserved. Lecture will start in at 8.40am Copyright © 2021, 2018, 2016 Pearson Education, Inc. All Rights Reserved. Outline for Week 3 ♦ Welcome to everyone – especially any new students ♦ Please just call me Sue or Ms Cameron ♦ If you missed lectures 1 & 2 please watch the recordings on Webinar on Moodle – Click on the menu – top left hand side ♦ It covers the Subject Outline which includes the lecture timetable and the assessment timetable (also on Moodle at the top of the page) ♦ Todays’ lecture on Planning Business Messages ♦ Coffee break at 10am for 20 minutes – A UBSS video will be shown during the 20 minutes ♦ I have inserted question time at the end of each topic ♦ Census Day on Friday 25 September ♦ QUIT Survey on Moodle 3 Copyright © 2021, 2018, 2016 Pearson Education, Inc. All Rights Reserved. Learning Objectives 3.1 Describe the three-step writing process. 3.2 Explain why it’s important to analyse a communication situation in order to define your purpose and profile your audience before writing a message. 3.3 Discuss information-gathering options for simple messages, and identify three attributes of quality information. 3.4 List the factors to consider when choosing the most appropriate medium for a message. 3.5 Explain why good organisation is important to both you and your audience, and list the tasks involved in organising a message. Copyright © 2021, 2018, 2016 Pearson Education, Inc. All Rights Reserved. The Three-Step Writing Process ♦ L O 3.1 Describe the three-step writing process. Copyright © 2021, 2018, 2016 Pearson Education, Inc. All Rights Reserved. Planning Business Messages ♦ Analyse the Situation ♦ Gather the Information ♦ Choose Medium and Channel ♦ Organise the Information Copyright © 2021, 2018, 2016 Pearson Education, Inc. All Rights Reserved. Writing Business Messages ♦ Adapt to Your Audience ● Sensitivity ● Relationship skills ● Appropriate writing style ♦ Compose Your Message ● Choosing strong words ● Creating effective sentences ● Developing coherent paragraphs Copyright © 2021, 2018, 2016 Pearson Education, Inc. All Rights Reserved. Completing Business Messages ♦ Revise the Message ♦ Produce the Message ♦ Proofread the Message ♦ Distribute the Message Copyright © 2021, 2018, 2016 Pearson Education, Inc. All Rights Reserved. Optimising Your Writing Time ♦ Planning = 50% ♦ Writing = 25% ♦ Completing = 25% Writing Time Planning Writing Completing 25 Copyright © 2021, 2018, 2016 Pearson Education, Inc. All Rights Reserved. Planning Effectively ♦ Provide the Right Information to the Right People ♦ Deliver the Information Concisely ♦ Write More Efficiently ♦ Avoid Embarrassing Blunders Copyright © 2021, 2018, 2016 Pearson Education, Inc. All Rights Reserved. Analysing the Situation ♦ L O 3.2 Explain why it’s important to analyse a communication situation in order to define your purpose and profile your audience before writing a message. Copyright © 2021, 2018, 2016 Pearson Education, Inc. All Rights Reserved. Defining Your Purpose General Purpose Specific Purpose Inform What You Hope to Accomplish Persuade What the Audience Will Do Collaborate What the Audience Will Think Copyright © 2021, 2018, 2016 Pearson Education, Inc. All Rights Reserved. Analysing Your Purpose ♦ Will Anything Change as a Result of Your Message? ♦ Is Your Purpose Realistic? ♦ Is the Time Right? ♦ Is Your Purpose Acceptable to Your Organisation? Copyright © 2021, 2018, 2016 Pearson Education, Inc. All Rights Reserved. Developing An Audience Profile ♦ Identify Your Primary Audience ♦ Determine Audience Size and Geographic Distribution ♦ Determine Audience Composition Copyright © 2021, 2018, 2016 Pearson Education, Inc. All Rights Reserved. ♦ Gauge Audience Members’ Level of Understanding ♦ Understand Audience Expectations and Preferences ♦ Forecast Probable Audience Reaction Developing an Audience Profile Copyright © 2021, 2018, 2016 Pearson Education, Inc. All Rights Reserved. Predicting the Effects of Audience Composition Copyright © 2021, 2018, 2016 Pearson Education, Inc. All Rights Reserved. Questions 18 Copyright © 2021, 2018, 2016 Pearson Education, Inc. All Rights Reserved. Gathering Information ♦ L O 3.3 Discuss information-gathering options for simple messages, and identify three attributes of quality information. Copyright © 2021, 2018, 2016 Pearson Education, Inc. All Rights Reserved. Using Informal Techniques ♦ Consider the Audience’s Perspective ♦ Listen to the Community ♦ Read Reports and Other Company Documents ♦ Talk with Supervisors, Colleagues, or Customers ♦ Ask Your Audience for Input Copyright © 2021, 2018, 2016 Pearson Education, Inc. All Rights Reserved. Uncovering Audience Needs ♦ Listen for Apparent Needs ♦ Uncover Hidden Needs Copyright © 2021, 2018, 2016 Pearson Education, Inc. All Rights Reserved. Finding Your Focus ♦ Discovery Techniques ● Free Writing Express Ideas as They Come ● Sketching Think Visually Copyright © 2021, 2018, 2016 Pearson Education, Inc. All Rights Reserved. Providing Required Information ♦ Journalistic Approach Asks: ● Who? ● What? ● When? ● Where? ● Why? ● How? Copyright © 2021, 2018, 2016 Pearson Education, Inc. All Rights Reserved. Be Sure the Information is Ethical ♦ Is the Information Accurate? ♦ Is the Information Ethical? ♦ Is the Information Pertinent? Copyright © 2021, 2018, 2016 Pearson Education, Inc. All Rights Reserved. Questions 25 Copyright © 2021, 2018, 2016 Pearson Education, Inc. All Rights Reserved. Selecting the Best Combination of Media and Channels ♦ L O 3.4 List the factors to consider when choosing the most appropriate medium for a message. Copyright © 2021, 2018, 2016 Pearson Education, Inc. All Rights Reserved. The Most Common Media and Channel Options blank Digital channel Nondigital channel Oral + Create opportunities for immediate feed -back; recordings (such as podcasts) allow time-shifted consumption. − Lack most nonverbal cues (unless video). + Ideal for immediate feedback and discussion; best for conveying emotion. − Restricted to those physically present; no written record unless transcribed; less control. Written + Fast, easy way to reach wide audiences; link to additional information; social media invite interaction. − Security and privacy vulnerabilities; competition with other digital messages. + Give permanent, verifiable record that is difficult to modify; written medium lets you plan and control the message. − Present limited opportunity for timely feedback; lack nonverbal cues of oral medium. Visual +Can convey complex ideas and relationships quickly; often less intimidating than blocks of text; multimedia options. − Usually require more time and skill. + Same as digital visuals. − Same as digital visuals, plus printing and distribution can add cost. Copyright © 2021, 2018, 2016 Pearson Education, Inc. All Rights Reserved. Oral Medium In-Person Channel Digital Channel One-on-one Conversations Telephone Calls Informal Lunches Podcasts Speeches or Presentations Voicemail Messages Copyright © 2021, 2018, 2016 Pearson Education, Inc. All Rights Reserved. Written Medium Print Channel Digital Channel Routine Memos Tweets and Text Messages Business Letters Website Content Reports and Proposals Book-Length Reports in PDF Format Copyright © 2021, 2018, 2016 Pearson Education, Inc. All Rights Reserved. Visual Medium Print Channel Digital Channel Photographs Infographics Diagrams Interactive Diagrams and Animation Charts and Graphs Digital Video Copyright © 2021, 2018, 2016 Pearson Education, Inc. All Rights Reserved. The Unique Challenges of Communication on Mobile Devices ♦ Screen Size and Resolution ♦ Input Technologies ♦ Bandwidth, Speed, and Connectivity Limitations ♦ Data Usage and Operational Costs Copyright © 2021, 2018, 2016 Pearson Education, Inc. All Rights Reserved. Factors to Consider When Choosing Media and Channels ♦ Richness ♦ Formality ♦ Media and Channel Limitations Copyright © 2021, 2018, 2016 Pearson Education, Inc. All Rights Reserved. Factors to Consider When Choosing Media and Channels ♦ Urgency ♦ Cost ♦ Audience Preferences ♦ Security and Privacy Copyright © 2021, 2018, 2016 Pearson Education, Inc. All Rights Reserved. Questions 34 Copyright © 2021, 2018, 2016 Pearson Education, Inc. All Rights Reserved. Organising Your Information ♦ L O 3.5 Explain why good organisation is important to both you and your audience, and list the tasks involved in organising a message. Copyright © 2021, 2018, 2016 Pearson Education, Inc. All Rights Reserved. Benefits of Effective Organisation Helps Readers Helps Writers Understand Message Use Clear Logic Increased Acceptance of Message Write Succinctly and Clearly Saves Time Build Reputation Copyright © 2021, 2018, 2016 Pearson Education, Inc. All Rights Reserved. Defining Topic and Main Idea General Purpose Example of Specific Purpose Example of Topic Example of Main Idea To inform Teach customer service representatives how to edit and expand the technical support wiki Technical support wiki Careful, thorough edits and additions to the wiki help the entire department provide better customer support. To persuade Convince top managers to increase spending on research and development Funding for research and development Competitors spend more than we do on research and development, which helps them create more innovative products. To collaborate Solicit ideas for a companywide incentive system that ties wages to profits Incentive pay Tying wages to profits motivates employees and reduces compensation costs in tough years. Copyright © 2021, 2018, 2016 Pearson Education, Inc. All Rights Reserved. Generating Creative Ideas ♦ Brainstorming ♦ Journalistic Approach ♦ Question-and-Answer Chain ♦ Storyteller’s Tour ♦ Mind Mapping Copyright © 2021, 2018, 2016 Pearson Education, Inc. All Rights Reserved. Limiting Your Scope ♦ Information You Present ♦ Overall Length ♦ Level of Detail Copyright © 2021, 2018, 2016 Pearson Education, Inc. All Rights Reserved. Choosing Between Direct and Indirect Approaches Direct Approach Indirect Approach General plan: Open with main idea, and then back it up with evidence and reasoning. General plan: Open with buffer to establish common ground or get attention, lay out evidence to guide reader toward main idea, and then present it. Strengths: Gets to the point immediately if you need to get someone’s attention right away. Strengths: Helps soften an emotional blow or guide reader toward desired response.