Basic Organizational PlansChapter 6 (Murphy)

The process of preparing effective business messagesFive planning stepsBasic organizational planProper beginning and endingComposing the message

Direct (Deductive) ApproachIf audience’ reaction is favorable or neutral

Start—main news, best news

Direct Request—when less persuasion is required

GNM—when granting request, announcing favorable/ neutral information

Direct Request Plan1: Main IdeaA: request, main statement, assertion,

recommendation, questionB: reason, if desirable2: ExplanationA: all necessary and desirable details & ideaB: Numbered questions, if helpfulC: easy reading devices3: Courteous close, with motivation for actionA: clear statement of action desiredB: easy action, dated when desirableAppreciation & goodwill

Good News Plan1: Best News/ main Idea

2: ExplanationAll necessary & desirable details & data

3: Positive Friendly Close*appreciation*clear statement of action*when desirable*offer of further help, reader’s benefit

Comparison—Direct Request Vs Good-News1: Main Idea A: request, main statement,

assertion, recommendation, question

B: reason, if desirable2: Explanation A: all necessary and desirable

details & idea B: Numbered questions, if helpful C: easy reading devices3: Courteous close, with

motivation for action A: clear statement of action

desired B: easy action, dated when

desirable

Appreciation & goodwill

1: Best News/ main Idea

2: Explanation All necessary & desirable details

& data

3: Positive Friendly Close *appreciation *clear statement of action *when desirable *offer of further help, reader’s

benefit

Indirect (Inductive) PlanNegative reaction expectedBeginning with the buffer—a relevant

pleasant, neutral, receiver-benefit statementExplanation before declaring the main ideaBad news message—reader may react

negativelyPersuasive message—request may face

resistenceGNM/ NM—where cultural communication

variables require

Bad News Plan 1:Buffer (pleasant or neutral statement, reader-oriented)

2:Explanation A: Necessary Data—tactfully stated B: Pertinent favorable, then unfavorable act C: Reader benefit—Reasons

3: Decision Implied or expressed—alongwith offer of additional help or suggestions

4:Positive Friendly Close A: appreciation B:invitation for future action required C: easy action, dated when desirable D: willingness to help further E: reader benefit & goodwill

Persuasive Request Plan1: AttentionA: reader benefitB: reader0interest theme

2:InterestA: descriptive details & dataB: psychological appealReader benefits

3:DesireA: statement of requestB: supporting data help create reader’s desire

to grant request

4: ActionA: clear statement of actionB: easy action, dated when desirableC: Special inducementD: reader benefit

Comparison—Bad News Vs Persuasive1:Buffer (pleasant or neutral statement, reader-oriented)

2:ExplanationA: Necessary Data—tactfully statedB: Pertinent favorable, then unfavorable actC: Reader benefit—Reasons

3: DecisionImplied or expressed—alongwith offer of additional help or suggestions

4:Positive Friendly CloseA: appreciationB:invitation for future action requiredC: easy action, dated when desirableD: willingness to help furtherE: reader benefit & goodwill

1: AttentionA: reader benefitB: reader0interest theme

2:InterestA: descriptive details & dataB: psychological appealReader benefits

3:DesireA: statement of requestB: supporting data help create reader’s desire to grant request

4: ActionA: clear statement of actionB: easy action, dated when desirableC: Special inducementD: reader benefit

Opening paragraph 1: appropriate opening—message A:main news? B: buffers? C: attention getting statement?

2: Considerate, courteous, concise, clear opening A:get reader into the opening B: relatively short C: focus on the positive D: courteous & conversational language E: no unnecessary repetition

3: completeness A: sentence structure B: Dates

Closing paragraph1: clear & complete request/demandA: 5 W’s

2: end—positive & courteous thoughtApologies, friendliness, appreciation, intimacy

3: Concise & Correct last paragraphNo trite (commonplace) expressionNo trivial detailsRelatively short but complete

Composing the messageDraftingRevisingEditing & Proof reading