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