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 Channel/Justification
Tell a customer damaged Telephone or face-to-face:
merchandise will be replaced Lends importance to the
message; more personal
Notify a sales rep of job Telephone or face-to-face:
termination Lends importance to the
message; more personal
Inform employees of a new Email: Routine matter; mass
Internet usage policy 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
