Planning Business Messages (88-98)

The text begins with an explanation of the “Three-Step Writing Process”. In any organization this process will indeed ensure that the message being portrayed gets the authors point across and efficiently uses the authors and audiences time allotted for the message. The first step in the process is planning (the main focus of this chapter). Often times, planning seems to be time consuming and the most difficult stage of any writing process. However if one analyzes the situation, gathers information, selects the correct medium, and organizes the information, the remaining phases of the process will develop smoothly. Second, the author writes the message while keeping in mind the audience and the overall composition of the message. Lastly, to complete the message one must always revise the content, select an effective layout, proofread, and distribute the message by using the preferred medium. This chapter provides a great way to enhance your writing time. By allotting half of your time for planning, one-quarter for writing, and one-quarter for completing the message, one will not only improve the time used for writing, they’ll strengthen the overall quality of their work (Bovée and Thill). The 50-25-25 guideline is a great recipe for any writing project.

Communicating is often challenging when the situation is unclear. Determining the content and audience is crucial before composing and sending a message. Bovée and Thill give a great illustration in their statement, “For example, describing your professional qualifications in an email message to an executive in your own company differs significantly from describing your qualifications in your LinkedIn profile” ( Bovée and Thill). The overall purpose of the writing must be established. Does the message you are composing attain a general purpose or a greater, more specific purpose? Are you informing, persuading, or engaging with the audience? In addition, recognize the audience members. Be certain that what you are writing informs your audience and addresses their needs and expectations.

Furthermore, assemble your information. Bovée and Thill state, “For simple messages, you may already have all the information at hand, but for more complex messages, you may need to do considerable research and analysis before you’re ready to begin writing” (Bovée and Thill). Research in this context does not always refer to immediately surfing the web and checking out a book in the library. Research could demarcate uncovering your audiences needs. To determine your audience’s needs, try free writing or the journalistic approach. Both techniques are active methods to produce ideas and ensure the thoroughness of the message. As with any form of writing, continuously assure accuracy, strong ethics, and relevant information.

Finally, choosing a spot-on medium is a communication aptitude. With the rise of countless forms of medium, it is occasionally problematic to select the one that is of the utmost benefit to your message. Medium can be to oral, written, visual, or electronic. Oral is best when the need to express emotion is required, where as written has several forms but is best in the day-to-day exchange of information. Visual and electronic media are extremely broad and are growing constantly.

In conclusion, my question to you is how will you utilize these writing techniques, specifically planning, to effectively and efficiently get your next message across?  

Reference: 

Bovée, Courtland L., and John V. Thill. "Achieving Success Through Effective Business Communication." Business Communication Today. 12th ed. Upper Saddle River, N.J.: Prentice Hall, 2014. 17-25. Print.

Bovée, and Thill. "Written Communication." Slideshare. LinkedIn Corporation, 5 Dec. 2014. Web.