Presenting the first step of the three step writing process - Assignment Example

During the completion step, the writer revises, proofreads, and distributes the final report among the audience. The three step writing process is important to create purposeful presentations, which are comprehensible, brief, and focused, all at the same time. Planning Planning of business messages requires a business professional to do following tasks: A. Analyzing the situation is the most important step of planning, as it includes clearly identifying the purpose of report and analyzing the audience type.

It not only saves time but is also convenient in terms of budget. Business message must be purposeful, worthwhile, and realistic, and must go in accordance with the IQ level of the audience. For example, if the intended audience is elderly employees, then it is no use using too many technological words, as they will not be able to understand. B. The information, that should necessarily be ethical and pertinent, is gathered keeping in consideration the needs of the audience. This information outlines the purpose of the business message to be conveyed.

For example, business message intended for females must encompass the needs of women only, and not the general population. This may include messages about maternity leave; and, these messages will be laid out in a way that interests only females. C. Medium, through which the message will travel onto the audience, is considered. The writer considers whether to deliver message through, for example, conversation, speech, lecture, phone call, email, or brochure; and, also considers cost and availability of the chosen media.

The audiences’ access to the chosen media is also considered. For example, not every person uses computer and internet, that is, electronic media. There may be some individuals who may use internet inside the workplace but do not have computers at homes. So, to deliver the message to general audience, all pros and cons of chosen media are considered. D. Lastly, the information gathered or the message outlined is organized. Organization saves times and makes the message more clear and understandable, while building audience interest at the same time.

For example, a claim without evidence is a kind of unorganized message that is not reliable at all. Real World Example Let’s suppose that the employer has to arrange a vacation, and has to ask the employees to report their convenient dates for vacations. The first step would be planning, in which the employer has to analyze the problem. Information about employees and their past vacations is analyzed. Medium is selected. Emails are a common form of interaction between employees, so this channel may be preferred.

In writing phase, a clear message is laid out. For example: “All employees are requested to submit their convenient dates for the oncoming vacation to the manager by October 15th,” is a good message encompassing all kinds of employees. This kind of message is not only clear and simple, but also gives others a chance to collaborate, in a shared environment, with each other and with the officials. In completion step, the message is revised, proofread, and is distributed through the chosen medium, which may be email or a simple report form.

Insight I believe that the three step writing process needs the writer to possess basic writing skills; and, that he must be able to understand the importance of clear, concise, accurate, and pertinent business message. I have learnt that an