PLANNING STEPS FOR COMMUNICATION
There are five planning steps:
- Identify your purpose
- Analyze your audience
- Choose your ideas
- Collect data to support your ideas
- Organize your message
Identify your 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.
Analyze your audience :
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
Collect data to support your ideas
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 .