completing business messages - nios gorakhpurarunk.com/pdf/presentations/mba sem 2/chap6.pdf ·...

© Prentice Hall, 2008 Business Communication Today, 9e Chapter 6 - 1

Completing Business Messages


Planning Writing Completing

Analyze Situation

Gather Information

Select Medium

Get Organized

Revise

Produce

Proofread

Distribute

Adapt to

the Audience

Compose

the Message

Three-Step Writing Process

Completing Business Messages

1. Revising your Message

2. Writing Techniques to Improve

Readability

3. Editing for Clarity and Conciseness

4. Tips to Concise your Message

5. Designing for Readability

6. Proofreading your Message

7. Distributing your Message


Moving Beyond the First Draft

Final Draft

Content, Organization,

Style, and Tone

Overall

Readability

Clarity and

Conciseness


Revising the Message

Content

Style and Tone

Organization


Reviewing for Readability

Flesch-Kincaid

Grade Level Score

Flesch Reading

Ease Score

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Increasing “Skim” Value

Sentences

Headings

Listed Items

Paragraphs

Editing for Clarity1. Break up overly long sentences.

2. Rewrite hedging sentences.

3. Impose parallelism.

4. Correct dangling modifiers.

5. Reword long noun sequences.

6. Replace camouflaged verbs.

7. Clarify sentence structure.

8. Clarify awkward references.

9. Moderate your enthusiasm.


Editing for Clarity T 6.2

Sentence Style

Faulty Parallelism

T 6.1

Dangling Modifiers

Long Noun Sequences


Editing for Clarity T 6.2

Camouflaged Verbs

Sentence Structure

Awkward References

Excess Enthusiasm


Editing for Conciseness T 6.3

Wordy Constructions

Long Words or Phrases

Redundant Wording

“It is/There are” Starters


Revising with Technology

Grammar

Checker Thesaurus

Style

Checker

Revision

Tools

Spell

Checker


Producing the Message

Multimedia

Elements

Design

Elements


Multimedia Elements

Presentation

Software

Video Clips

and Sound Bites

Graphics

Software

Hypertext Markup

Language


Designing for Readability

Message

Effectiveness

Audience

Perceptions


Design Elements

Consistency

Balance

Detail

Restraint


Design Techniques

White Space

Margins

Justification

Typefaces

Type Styles


Using Technology

Paragraph

Formatting

Numbered and

Bulleted Lists

Tables and

Textboxes

Pictures

and Objects

Templates and

Style Sheets

Page

Setup

Column

Formatting


Format for Business-LettersLetterhead

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xxxxxxxxxxxxxx,

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DateInside

AddressSalutation

The

Message

Complimentary

CloseSignature

Block


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XX: xxxxxxxxxxxxxxxx

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Format for Memos

Memo

Title

Headings

The

Message


Proofreading Your Message

Edited Copy Final Report

Grammar and

Usage

Punctuation Design Errors

Missing Material Overall Format

Spelling Errors

and Typos


Proofreading Advice

• Make multiple passes – one aspect at a time.

• Use perceptual tricks

– Reading backward

– Placing finger under text

– Making slit to reveal one line at a time

– Reading aloud

– Temporary reformatting


Proofreading Advice

• Double-check high-priority items – figures etc.

• Give some distance

• Be vigilant

• Stay focused

• Review hardcopy documents

• Take your time


Distributing the Message

Cost Concerns

Convenience

Time Constraints

Security and Privacy


Evaluating Content

• Is the information accurate?

• Is the information relevant?

• Is the information adequate?

• Balance between general and specific

information.


Evaluating Organisation

• All points covered in logical order.

• Prioritization

• Alternative sequencing

• Repetition

• Logical grouping of details

completing business messages - nios gorakhpurarunk.com/pdf/presentations/mba sem 2/chap6.pdf ·...

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