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.