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Learning Objectives
- Understand who, what, where, when, why, and how as features of writing purpose.
- Describe the planning process and essential elements of a business document.
John Thill and Courtland Bovee, [1] two leading authors in the field of business communication, have created a checklist for planning business messages. The following twelve-item checklist, adapted here, serves as a useful reminder of the importance of preparation in the writing process:
- Determine your general purpose: are you trying to inform, persuade, entertain, facilitate interaction, or motivate a reader?
- Determine your specific purpose (the desired outcome).
- Make sure your purpose is realistic.
- Make sure your timing is appropriate.
- Make sure your sources are credible.
- Make sure the message reflects positively on your business.
- Determine audience size.
- Determine audience composition.
- Determine audience knowledge and awareness of topic.
- Anticipate probable responses.
- Select the correct channel.
- Make sure the information provided is accurate, ethical, and pertinent.
Throughout this chapter we will examine these various steps in greater detail.
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