MGT 291 – Digital Document/Email Assignment: Pre-Writing Form

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MGT 291 – Digital Document/Email Assignment: Pre-Writing Form

Step 1 of Guffey’s 3 x 3 Writing Process

Directions:

Read a situation that happened to you or that you witnessed in which you/a person received good customer service, helpful advice, or necessary assistanceto compliment the party/parties involved in the situation.

Note: Complimentdoes not mean to thank the person.

I. Analyze Your Purpose and Select Your Channel

A.Identifying the Purpose (See p. 130 in text)

Why am I sending this message?

I am sending this message to ______________________________________________

What do I hope to achieve? What do I want the audience to do/believe?

As a result of my letter, I want the audience to ________________________________

B.Selecting the Best Channel (See p. 131 and Figure 4.5 on p. 132)

How important is the message to me/to the audience?

The letter is important to my audience because _______________________________

How much feedback is required?

Based on the purpose of this letter, the audience ______________ (should/shouldn’t) respond (i.e., provide feedback) to my letter of compliment.

How fast is feedback needed?

Based on the purpose of this letter, I should send it _________________.

Is a permanent record necessary?

The audience _______________ (does/does not) need a hard copy of the letter for my/its files?

How much can be spent?

Based on the immediacy of feedback and need for a permanent record, I _________ (will have to/will not have to) spend money to send the document?

How formal is the message?

Based on the purpose of the letter and its audience, I shoulduse ______________(formal/informal) language to write my letter of compliment.

II. Anticipate and Profile the Audience (See p. 130-131 and Figure 4.4 on p. 130)

A. Profiling the Audience

How can I tailor the message to my readers or listeners?

My primary audience is____________________________________________

Is/Are there a secondary audience(s)?

My secondary audience is ___________________________________

Additional people who will read or hear my message is/are_____________________

The secondary audience is different from my primary audience because ______________________________________________________________________

Additional background information I need to include for the secondary audience is _________________________________________________________________

I will adjust my message if it will be forwarded to other audiences by ____________ ____________________________________________

B. Determining the Tone of the Message and Selecting a Channel

What is my relationship to the audience? ____________________________________

Is the audience a member of or outside of the company/organization? ____________________

If the audience is in my company/organization, does he/she hold a position of authority? _____

How will this affect the tone of my message? __________________________________

How much/what does the audience know about the topic/subject of my message? __________________________________________________________________________

What do I know about the audience’s education, culture, beliefs, and attitudes? __________________________________________________________________________

What reaction (positive, negative, neutral) will the audience have to my message? ________

III. Adapting to the Task and Audience (See p. 132-139 and Figure 4.6 on p. 133)

A. What techniques can I use to adapt my message to the audience(s)based on the purpose of my message? (The audience will do/believe ________ as a result of this letter.)

Identifying the Strategic Approach

Based on the audience’s reaction (i.e., positive, negative, neutral), I can use the _________ (direct or indirect) approach to writing my message.

Developing Audience Benefits

The benefits I can emphasize to the audience for doing/believing what I write in my message are ______________________________________________.

The needs of my audience are _____________________________, and/or I candemonstrate empathy by ___________________________________________.

Cultivating the You View/Attitude

When I write, I will:

1. Focus on the receiver.

2. Emphasize second-person pronouns (you, your). Instead of We need you to work on Saturday, try this: “By working on Saturday during the open house, you may surpass your sales goals for the quarter.”

3. Avoid overusing you(otherwise, my message may appear to place blame and cause ill will to the reader).

Being Conversational but Professional (See p. 135, Figure 4.7)

When I write, I will:

1. Use warm, friendly, and informal writing.

2. Keep my messages professional.

3. Not use IM abbreviations, slang, sentence fragments, and chitchat.

Expressing Yourself Positively

When I write, I will:

1. Find positive ways to express my ideas to avoid angry reactions from the audience.

2. Avoid words like complaint, criticism, defective, failed, mistake, and neglected.

Being Courteous

When I write, I will:

1. Soften the tone of my message by using a courteous tone

2. Use words like please and thank you.

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