There are six planning steps:

  • Know the purpose of the message
  • Visualize your reader or listener
  • Choose the ideas to transmit
  • Get all the facts to backup these ideas
  • Organize your ideas in the most effective order
  • Revise and proofread

Know the purpose :

You must know why you should write and what should be written . The purpose may be sale , good will , request , inquiry or refusal etc.

Visualize your reader or listener :

It is better for the sender to understand the receiver. You should know his background , qualification , education , position , status in the company , desire , expectations , problems , circumstances and possible reactions to your request. Also he/she is superior , subordinate , laborer , professional or technical person , colleague , single or married , man or woman , young or old , new or long time customer .

Choose the ideas :

It depends upon the type of message . Before working jot down the points to be covered in communication , and then bring them in order of importance and urgency .

Get all the facts:

To explain facts and figures , visual aids may be utilized , augmenting the communication.

Organize ideas :

Once the ideas have been jotted down , they should be properly arranged and organized . Failing to organize will fail the objectives of the message .

Revise and proofread :

Short communications are easy to transmit or dictate without revising or proofreading them . The reason is to ensure that the message fulfills the principles of communication.