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Planning Written & Spoken Messages
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PLANNING WRITTEN & SPOKEN MESSAGES
Lehman, Dufrene & Sinha
1 •Determine Purpose & Channel
2 •Envision the Audience
3 •Consider the Context
4 •Choose a Channel & Medium
5 •Adapt to Audience’s Need
6 •Organize the Message
7 •Prepare the 1st Draft
Step 1: Determining the Purpose Aristotle’s purposes for Communication
1. To INFORM2. To PERSUADE To ENTERTAIN
Additionally3. To Convey Goodwill4. To Establish Credibility
Page 72- Second Column- 1st Paragraph
1. Communicating to Inform
2. Communicating to Persuadei. To influence or change the attitudes or
actions of the receiverii. Promote a product, serviceiii. Rallying for supportiv. Almost all communication is
Persuasive?!v. Always selling?! (P.73, 1st column, Para 1 &
2)vi. Persuasion is a time consuming activity*vii. Steps: Establish Credibility, Common
Ground, Provide Evidence, Connect Emotionally
2. Communicating to Establish Credibilityi. Demonstrate Strong Emotional
Character & Integrityii. Reputation of Firm & Individualiii. Credibility not through Command-Controliv. Credibility through Expertise &
Competencev. P.74-753. Communicating to Convey Goodwilli. Ability to create & maintain positive,
productive relationships with othersii. Goodwill=Trust. And Vice Versaiii. The ability to establish & maintain
relationships is what makes the business world go around.
Step 2: Envision the Audience1. Obtaining a strong mental picture will
help you in1. Establishing rapport and credibility2. Permits you to address the receiver’s
needs and concerns3. Simplifies the task of organizing your
message
Step 3: Consider the Context Legal &
Ethical Constraints
Technology Culture Financial &
Economical
Step 4: Choose a Channel & Medium
1. Richness Vs Leanness (Two Way face2 face)
2. Need for Interpretation (Ambiguous-Non Verbal)
3. Speed of Establishing Contact4. Time required for feedback5. Cost6. Amount of Information conveyed7. Permanent Record8. Control over message (Written Comm)
Step 5: Adapt to Audience Needs You Centered P. 87 Column 1-How to Cultivate “You
Attitude”
Step 6: OrganizeStep 7: First Draft