Question: 5. Step 5: Organize the Message The fifth step in the planning of a business message is organizing your message. Organizing messages involves arranging information
5. Step 5: Organize the Message
The fifth step in the planning of a business message is organizing your message. Organizing messages involves arranging information in the appropriate sequence for the intended audience. Organizing a message before sending it provides benefits to both the sender and the receiver of the message.
How does outlining and organizing before you communicate benefit the sender of the message? Check all that apply.
Organizing requires extra time in the revision of the message.
Organizing and outlining encourages accuracy and brevity.
Outlining saves time in structuring ideas.
Outlining facilitates emphasis and de-emphasis.
The process of outlining a message has three steps. Which question should you ask yourself at each step of the outlining process?
| Step | Question | |
|---|---|---|
| Step 1: Determine the purpose | ||
| Step 2: Consider the audience | ||
| Step 3: Choose and approach |
Read the scenario and outline. Consider the deductive and inductive approaches as you read, and then answer the corresponding questions.
Yakov works for a corporate IT security firm. He is responsible for identifying potential breaches in security. He wants to send a message to his client Mr. Hwang who has inquired about potential upgrades to his companys security package. Mr. Hwang is looking forward to hearing from Yakov.
Yakov creates the following outline for his message to Mr. Hwang:
| I. Introduction: | Inform Mr. Hwang of upgrade possibilities | ||||||
| II. Body: | Upgrade details
| ||||||
| III. Body: | Benefits of upgrading
| ||||||
| IV. Conclusion: | Provide contact information |
What approach does Yakov use in this outline?
Inductive
Deductive
Has Yakov chosen the most appropriate approach for his message?
No, because it is unclear who the audience is.
Yes, because the audience is reluctant to receive the message.
No, because the subject matter requires explanation.
Yes, because the audience is looking forward to receiving the message.
Read the scenario, and then answer the question about sequencing minor ideas in the message.
Leann is submitting a short proposal to adopt new, time-saving, remote-collaboration software. Leanns audience has never used any collaboration software but understands the importance of teamwork.
In her proposal, Leann should use a minor-idea sequence based on
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