THE WRITING

PROCESS

Part A: Planning
Business Messages

ENGL 325, Denise Cosper, Ferris State University

The Three-Step Process
1 Plan 2 Write 3 Complete
Analyze Situation Effective Sentences Revise Message

Gather Information Produce Message

Coherent Paragraphs
Choose Medium
Proofread Message
and Channel
Get Organized Improve Readability Distribute Message
100%

75%

50%

25% 50%
25% 25%
0%
Planning Writing Completing
Planning Business Messages
Analyzing the Gathering
Situation Information

Choosing Media Organizing the

and Channels Information
Analyze the Situation
What’s at stake What should
to whom? you say?
Should you
send a
message?
What channel/
How should
medium should
you use?
you say it?
PAIBOC
Purpose Audience Information

Benefits Objections Context

Determine the Purpose
What are you preparing a message
and what do you want to accomplish?

Get Answer a
Accept an offer
information question

Deny a request Seek support

Defining YOUR Purpose
• To Inform
General • To Persuade
Purpose • To Collaborate
• What You’ll Accomplish
Specific • What Audience Will Do
Purpose • What Audience Will Think
Analyzing Your Purpose
Will the Message Change Anything?

Is Your Purpose Realistic?

Is the Timing of the Message Right?

Will Your Purpose Be Acceptable?

Audience Perceptions
Meaning an audience derives
from a message is colored by:

Attitude toward
Previous
sender and
experiences
ourselves

Attitude toward Experience with

subject channel
Developing an Audience Profile

Gauge Their Level of Understanding

Check Their Expectations/Preferences

Forecast Their Probable Reaction

Gathering Information and
Generating Creative Ideas

• Brainstorming
What’s • Journalistic Approach
the Main • Questions & Answers
Idea? • Storyteller’s Tour
• Mind Mapping
Providing Required Information

Is the Information Accurate?

Is the Information Ethical?

Is the Information Pertinent?

The Most Common Medium
and Channel Combinations
In-Person Channel
Oral Medium
Digital Channel

In-Person Channel
Written Medium
Digital Channel

In-Person Channel
Visual Medium
Digital Channel
Oral Medium

• Conversations
In-Person • Speeches
Channel
• Meetings
• Phone Calls
Digital • Podcasts
Channel
• Voicemail
Written Medium

• Memos
Print • Letters
Channel
• Reports and Proposals
• Tweeting and Texting
Digital • Website Contents
Channel
• Book-Length Reports
Visual Medium
• Photographs
Print • Diagrams
Channel
• Charts and Graphs

• Infographics
Digital • Interaction and Animation
Channel
• Digital Video
Factors to Consider When
Choosing Medium and Channel

Message
Message Cost
Urgency

Audience Security and

Preferences Privacy
Find the Medium Appropriate
for the Message
Situation
Tell a customer damaged
merchandise will be replaced
Notify a sales rep of job
termination
Inform employees of a new
Internet usage policy
Channel/Justification
Telephone or face-to-face:
Lends importance to the
message; more personal
Telephone or face-to-face:
Lends importance to the
message; more personal
Email: Routine matter; mass
distribution
Choosing Between Direct
and Indirect Approaches
Direct Approach Indirect Approach
Audience Eager, interested, Uninterested,
Reaction pleased, neutral Displeased unwilling

Message Main idea, request, Buffer statement; Statement or

Opening good news lead up to reasons question

Message Necessary details Provide reasons; state Arouse interest; build

Body bad news desire to act
Cordial comment;
request action, Close cordially;
Message forward-looking; counter proposal or Request action
Close promotes continuing silver lining
relationship
Effective Organization

Helps Readers Helps Writers

Aids
Saves Time
Understanding
Saves Energy
Boosts Acceptance
Builds Reputation
Saves Time