Please enter something

The AIM Planning Process for Effective Business Messages – Ch 5 – Creating Effective Business Messages

question

AIM Planning Process
answer

1 – Audience analysis 2 – Idea development 3 – Message structuring
question

Audience Analysis
answer

Identify reader benefits and constraints Consider reader values and priorities Estimate your credibility Anticipate reactions Consider secondary audiences
question

Idea development
answer

Identify and analyze the business problems at hand; Clarify objectives
question

Message Structure
answer

Frame the main point Set up the structure/logic of the message
question

Audience Analysis Components
answer

Identify reader benefits and constraints Consider reader values and priorities Estimate your credibility Anticipate reactions Consider secondary audience
question

Identifying Reader Benefits
answer

Single most important planning step Readers respond when you provide them with something that they value ***when you communicate no apparent benefits, your readers are unlikely to engage
question

Identifying Reader Constraints
answer

Think about the constraints your audience faces your reader will often see value in your messages but may not be able to respond as you hope because they: don’t have time resources or authority to make certain decisions
question

Considering Reader Values and Priorities
answer

What they value, prioritize, and prefer
question

Values
answer

Enduring beliefs and ideals that individuals hold
question

Priorities
answer

Involves ranking or assigning importance to things, such as projects, goals, and tasks. Priorities tend to shift more than values.
question

Estimating your Credibility
answer

Readers will inevitably judge your recommendations, request, and other messages based on their view of your credibility. Stay aware of your strengths, weaknesses, and goals. Your reputation depends on adding value in the workplace.
question

Anticipating Reactions
answer

In the planning stage: Envision how other will respond to your message Imagine how the readers will think, feel, and act as they read it. Think about what you want to achieve in terms of workplace relationships.
question

Keeping Secondary Audiences in Mind
answer

Anticipate that individuals other than your primary recipient will view your message. In some cases, you will distribute your message to additional individuals whom it will affect. Consider which secondary audiences will view your messages and, if necessary, modify them according.
question

Idea Development
answer

Involves sorting out the business issues and objectives, collecting as many relevant facts as possible, and making sound judgments about what the facts mean and imply.
question

Idea Development Components
answer

1 – Identify the business problems 2 – Analyze the business problems 3 – Clarify objectives
question

Identifying the Business Problem(s)
answer

Identify business problems Involves understanding an organization’s business objectives and related challenges **Asking many questions from a lot of angles**
question

Analyzing the Business Problem(s)
answer

Analyzing the business problem typically involves uncovering relevant facts, making conclusions, and taking positions.
question

Facts
answer

Are statements that can be relied on with a fair amount of certainly and can be observed objectively. (most things are not absolutely certain in the business world)
question

Conclusions
answer

Are statements that are reasoned or deduced based on facts
question

Positions
answer

Stances that you take based on a set of conclusions
question

Clarifying Objectives
answer

Clearly identify your goals. Will help balance your preferred work outcomes with your work relationships.
question

Message Structuring
answer

Identifying and framing the primary message and; setting up the logic with supporting points and; a call to action
question

Message structure Components
answer

1 – Frame the primary message 2 – Set up the structure and logic of the message.
question

Framing the Primary Message
answer

Involves showcasing a message from an overarching theme. Focuses a reader or listener on a certain key idea or argument and highlights the premises and support for this key idea or argument
question

The art of creating effective frames
answer

involves capturing your primary message in a short, memorable statement of 15 words or fewer.
question

Setting Up the Message Framework
answer

Most business arguments employ a direct or deductive approach. They begin by stating the primary message – typically a position or recommendation. Then lay out the supporting reasons. Most business messages conclude with a call to action. The call to action in many cases is a more detailed and elaborate version of the initial position or recommendation.
question

Deductive Business Message Components
answer

Opening Paragraph * Primary message as topic sentence. * Preview sentence as concluding sentence: We Should do [Position] because of Key point 1, Key point 2, and Key Point 4 Body * Supporting paragraphs for each key point * Key points as topic sentences. *Most paragraphs are three to five sentences and 40 to 100 words Concluding Paragraph * Restates primary message *Contains a call to action – specific steps to be taken.
question

Indirect or Inductive
answer

Provide supporting reasons first followed by the primary message.
question

Setting the Right Tone
answer

Demonstrate positivity * Display a con-do, confident attitude * Focus on positive rather than negative traits * Use diplomatic, constructive terms Show Concern for others * Avoid relying too heavily on I-voice * Respect the time and autonomy of your readers * Give credit to others
question

Avoiding unsupported Generalizations
answer

Provide supporting facts for your claims
question

Avoiding Faulty Cause/Effect Claims
answer

Try to identify causes and effects. Choose language and reasoning carefully.
question

Avoiding Weak Analogies
answer

Strong analogies serve to bolster your arguments
question

Avoiding Either/Or Logic
answer

One of the main characteristics of critical thinking is to remain flexible and open to alternative explanations and options.
question

Avoiding Slanting the Facts
answer

Slanting means presenting only those facts that are favorable to your position.
question

Avoiding Exaggerations
answer

Exaggeration impacts readers’ perceptions of your overall credibility as well as the credibility of the message.