Stop & Think: Planning Your Business Communications for Results

Quick Reference Guide

Three Key Steps to Effective Business Communication

Step 1 Step 2 Step 3

Preparing Structuring
Structuring focuses on putting
first things first. This means
starting with the purpose of
the communication. Once this
is identified, additional points
are added in order of priority.
Reviewing
Reviewing is the process of
re-reading a communication
and making changes (in
content, organization,
sentence structure, grammar,
and word choice) to improve it.

The Preparation Process

Preparation is an iterative process. Depending on the work youve
already done, you may begin at different steps the process or
need to repeat or revise your work at various steps due to new
information discoveries or changes in the business situation.

You should spend

approximately 75% of
Preparation your time Preparing.
75%

Select Relevant Data
Look for data that will help you define the key
message of your business communication. It
should inform the broader story of your business.
The data you select must be relevant and related
to your topic, new to your audience, correct and
up-to-date, and simple to understand.
Synthesize the information you've collected
focus on the answers/decision you have come to
because of the data.
Analyze the Audience
Identify the people in your audiencetheir
positions, attitudes, and needs. Use this
information to identify and answer the no
miss questions that concern them.
Set Objectives
Your objective sets the focus of your communication. Ask
yourself, WHY am I developing this communication?
WHAT do I want the reader to do as a result of my commu-
nication? WHEN do I want to achieve these results? And
what is the BUSINESS IMPACT of my recommendation?
Your objective should be clear and concisepreferably
1-2 sentences.
Turn Data into Insight
You must select data that is easy for your audience to
understand. Omit any data that damages the logic of
your communication.
Share and display your data in a way that connects with
your audience.
Follow-Up
Remember to include "The Ask". For example, "Do I have
your alignment to the proposed recommendation?"
End your communication with the follow-up steps. Identify
WHO will do WHAT and WHEN they will do it as a result of
your communication.