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PRESENTATION

A review at Planning the Messages


Presented to:
Maam Yasmeen Zafar
Presented by:
2015-EE-22
2015-EE-09
2015-EE-42
2015-EE-44
2015-EE-37

Syed Irtafa Saleem Bukhari


Tuba Iqbal
Hafiz Muhammad Ahmad
Aaqib Ali
Zaryab Syed

A simple cycle for guiding one to plan a message.

Communication or
message planningis
theartandscience of
reaching target audiences
using marketing
communication channels such
asadvertising, public
relations, experiences or
direct mail.
for example. It is concerned
with deciding who to target,
when, with what message and
how.

A communication plan includes:


Who - the target audiences
What the key messages that are trying to be articulated
When timing, it will specify the appropriate time of delivery
for each message
Why the desired outcomes
How - the communication vehicle (how the message will be
delivered)
By whom - the sender (determining who will deliver the
information and how he or she is chosen)

PLANNING BUSINESS MESSAGES


Planning a business message means that one has to sell oneself
efficiently towards ones audience.
It means you have to sell your efforts, hard work and knowledge to
make your audience acknowledge that WHY they should listen to
you and spend their time and make them confess that you have
something fruitful and prolific for them then in return you would be
able to gain their conviction and confidence which would be
definitely profitable and economically strong for your purpose if
they agree upon that fact that you are not a counterfeit.

How much to communicate to the market?

The more you use the three-step writing process, the


easier and faster it will become. Youll also get better at
allotting your time for each step. As a general rule,
Try using roughly half your time for planning,
A quarter of your time for writing and
the remaining quarter for completing the project.

ANALYZING YOUR SITUATION


Define your purpose:A successful message starts with a clear purpose that connects the
senders needs with the audiences needs
Business message have both a General and a Specific purpose.
All business message have a general purpose i.e.
To inform
To persuade or
To collaborate with your audience.

Within the scope of that general purpose, each message also


has a specific purpose, which identifies what you hope to
accomplish with your message.
State your specific purpose as
Precisely as possible, even identifying which audience
members should respond
How they should respond and
When.

An entrepreneur trying to convince his


audience of his new plan.

Develop an Audience
Profile:It is a need to know what your
audience wants and what they are
expecting of you. One should be
astute and should speak the unsaid
demands of his audience. So that
your words would be convincing
them.

GATHER THE INFORMATION


Consider other viewpoints.
Read reports and other company
documents.
Talk with supervisors, colleagues, or
customers.
Ask your audience for input.
A gradual approach and plenty of evidence
are required to win over a skeptical
audience.

Uncover Audiences Needs:In many situations, your audiences information needs are readily
apparent, such as when a consumer sends an e-mail asking a
specific question. In other cases, your audience might be unable to
articulate exactly what is needed.
If you are given a vague request, ask questions to clarify it
before you plan a response.
Include any additional information that might be helpful, even
though the requester didnt specifically ask for it.

Providing Required Information:Once youve defined your audiences information needs, your next
step is to satisfy those needs completely.
Use the journalistic approach to make sure your information
answers who, what, when, where, why, and how.
In addition to delivering the right quantity of required information,
you are responsible for verifying the quality of that information.

SELECTING THE RIGHT


MEDIUM
Selecting the best medium
for your message can make
the difference between
effective and ineffective
communication.
Types of media: Oral media
Written media
Electronic media

ORAL MEDIA:-

Advantages: They provide immediate feedback.


They allow a certain ease of interaction.
They involve rich nonverbal cues (both physical gestures and
vocal inflections).
They help you express the emotion behind your message.

Disadvantages: Limit the participation of those who are present


Reduce the communicators control over the message
They often rule out the chance to revise or edit your spoken words.

WRITTEN MEDIA:-

Merits: They allow you to plan and control your message.


They offer a permanent, verifiable record.
They help you reach an audience that is geographically
dispersed.
They minimize the distortion that can accompany oral
messages.

Demerits: Many are not conducive to speedy feedback.


They lack the rich nonverbal cues provided by oral media.
They often take more time and more resources.
Elaborate printed documents can require special skills in preparation
and production.

ELECTRONIC MEDIA:-

Electronic media span a diverse and expanding range of


technologies, from e-mail and IM to blogs and podcasts. The growth
of electronic communication options is both a blessing and a curse.
You have more tools than ever to choose from, but you need to
choose the right tools for each message
Here are some tools: Telephone calls
Teleconferencing
Video conferencing and online meetings
Electronic documents
Faxes
IM (instant messaging)
Websites and blogs
Podcasts.

Pros: They deliver messages with great speed.


They reach audiences physically separated from you.
They reach a dispersed audience personally.
They offer the persuasive power of multimedia formats.
They can increase accessibility and openness in an
organization.

Cons: They can inadvertently create tension and conflict.


They are easy to overuse.
They expose companies to data security threats and malicious
software.
They often lack privacy.
They can seriously drain employee productivity.

FACTORS TO CONSIDER WHEN CHOSING A MEDIA


Media richness.
Richness is a mediums ability to
(1) convey a message through more
than one informational cue (visual, verbal, vocal),
(2) facilitate feedback, and
(3) establish
personal focus.
Message formality.
Media limitations.
Sender intentions.
Audience preferences.
Urgency and cost.

ORGANIZING YOUR MESSAGE


Good message organization helps
you by reducing the time and
energy needed to create
messages and by making your
messages more effective.
Good organization helps your
audience understand your
message.
Good organization helps your
audience accept your message.
Good organization saves your
audience time.

WAYS TO ORGANIZE YOUR MESSAGE


Define your main idea:The topic is the broad subject; the main idea makes a statement
about the topic.

Limiting the scope:It is vital to limit yourself to the scope needed to convey your
message.

Direct approach(Deductive):When you know your audience will be receptive to your message,
start with the main idea and follow that with your supporting
evidence.

Indirect approach (inductive):When your audience will be skeptical about your message,
start with the evidence before presenting the main idea.

GROUP YOUR POINTS: Start with the main idea:It summarizes two things: (1) what you want your audience to do or
think and (2) why they should do so.

State the major points:You should support your main idea with the major points
that clarify and explain your ideas in more concrete terms.

Illustrate with evidence:After defining the main idea and identified supporting points, it is a
need to elaborate your message with a legit and an influential
evidence that helps audience members understand and remember the
more abstract concepts youre presenting.

Provide enough evidence to make your message convincing,


but dont overload the audience with too many minor
support points.
Up to a point, the more evidence you provide, the more
conclusive your case will be.
You want to provide enough support to be convincing but not
so much that your message becomes boring or difficult to
read.

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