Sample Outline
Sample Outline
This is an outline of the three-step writing process to apply to cases. Answer all questions directly on this form. Then add a page break, and write your message in response to the case on the following page. For the three-step process questions, you may use short phrases and sentences for your answers.
Student name?
Case number and short name for case?
I. Plan
- Analyze the Situation
- What is your general purpose?
- What is your specific purpose?
- Exactly what do you want your audience to think, feel or believe after receiving your message?
- Who is your primary audience?
- What is their background?
- How are its members different from one another?
- How are its members similar to one another?
- What are their reactions likely to be to your message?
- Gather Information
- What information do your readers need to receive?
- What facts must you gather in order to create an effective message?
- Select the Right Medium
- What medium were you told to use in the explanation of the task at the end of your case?
- If you used a different medium, why did you?
- Organize the Information
- What is your main idea?
- Will you use the direct or indirect approach?
- Why are you using the approach you chose?
- What is your main idea?
II. Write
- Adapt to Your Audience
- How will you show sensitivity to your audience's needs?
- How much credibility do you already have with your audience?
- How will you establish the additional credibility you need?
- Will your tone be informal or more formal?
- Compose the Message
- You DO NOT have to attach your first draft.
III. Complete
- Revise the Message
Review the Checklist for Revising Business Messages in Chapter 6, on page 162.
List three or more changes you made between your first draft and final draft suggested by the prompts in that checklist:- First change?
- Second change?
- Third change?
- Additional changes?
- Produce the Message
Use effective design and layout for a clean, professional appearance, and include the message after the Case Study Questions below. - Proofread the Message
Review for errors in layout, spelling, punctuation and other mechanics.
- You DO NOT have to list typos and mechanical errors.
- Distribute the Message
Submit this and the final draft in the drop box in one file.
THE SHORT PHRASE ANSWERS
PLAN
What is your general purpose?
To raise a concern over the growing concern on internet privacy
What is your specific purpose?
To inform all staff of the new internet policy
Exactly what do you want your audience to think, feel or believe after receiving your message?
I would like them to appreciate the need for this policy and believe that it is meant to purely address the issue of privacy
Who is your primary audience?
All news bureau staff
What is their background?
They generally use the email a lot as a channel of communication
How are its members different from one another?
The members constitute both senior and junior management staff and therefore exhibit different behaviours
How are its members similar to one another?
They all work under similar guidelines and are likely to experience the same problems with regard to use of email
What are their reactions likely to be to your message?
They are likely to take it positively given that it will reinforce privacy in communications
GATHER INFORMATION
What information do your readers need to receive?
Information on the new privacy policy
What facts must you gather in order to create an effective message?
Facts on violation of the existing policy, loopholes in the existing policy, facts on the new policy so as to address the existing issues
Select the Right Medium
What medium were you told to use in the explanation of the task at the end of your case?
A memorandum to News Bureau Managers
If you used a different medium, why did you?
Same medium was used
Organize the Information
What is your main idea?
To communicate about the new privacy policy
Will you use the direct or indirect approach?
The direct approach
Why are you using the approach you chose?
To ensure that the message will clearly be received by the target audience
WRITE
How will you show sensitivity to your audience's needs?
By clearly showing the need to have the new policy and highlighting the penalties for non adherence
How much credibility do you already have with your audience?
The audiences have a lot of confidence in our department and always believe that we are ready to foster a professional working environment
How will you establish the additional credibility you need?
We will hold open forums with the target audience before roll out of the comprehensive privacy policy
Will your tone be informal or more formal?
The tone will be formal.
ENDS/ AGGREY NZOMO n.kavalu@gmail.com
Questions and Answers
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