Basic Organizational Plans and Approaches for Messages

The question of a basic organizational planning is related to the approach adopted by the writer to convey the business message. The choice of an organizational planning depends on two things:

Nature of the message
Expected reaction of the reader

Before the writer of the message chooses his organizational plan, he should take into account the purpose and nature of the message he wishes to communicate.

At the same time, he should ask himself the question, “How will the reader react to the ideas of his message?”

The reaction of the reader depends to some extent on his mental filter, and to a large extent, on the contents of the message and the approach of the writer.

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Basic Organizational Plan & Approaches

There is four basic organizational planning for the writing of messages:

Direct-Request Plan
Good-News Plan
Persuasive-Request Plan
Bad-News Plan

These plans are implemented under two approaches i.e. the Direct Approach and the Indirect Approach.

For Direct-Request and Good-News Plans, Direct Approach is used whereas for Persuasive-Request and Bad-News Plans, Indirect Approach is applied.

This should, however, be remembered that these organizational plans are to be considered as flexible guides only and not as rigid and inflexible rules.

Direct Approach

Direct Approach is also called Deductive Approach. It is adopted when the reader is expected to be receptive to the message.

For example, when the writer thinks that the reader will have a favorable reaction to the message.

In this approach, the main idea or the good news is expressed in the opening paragraph of the message and all necessary details are included in the following paragraph or paragraphs.

The message is finally closed with an appropriate friendly note. The following scheme is adopted to develop messages carrying direct requests or good news:

e-Statement of the main idea or the good news
Explanatory and desirable details;
Courteous, friendly close, motivating action

Indirect Approach

Indirect Approach is also called Inductive Approach. It is used when the reader is expected to resist the message.

For Example, when the writer thinks that the reader may probably react unfavorably or negatively to the request or information communicated to him.

Unlike the Direct Approach, the writer should put first some pleasant or neutral statement of the interest and benefit of the reader to invite his attention favorably.

See Also: Format of a Business Letter

After doing this, the writer should introduce unpleasant ideas that he desires to communicate.

This approach is used to write messages containing bad news and persuasive requests. The following scheme is adopted to draft such messages: