copyright © 2010 pearson education internationalchapter 6 - 1 completing business messages
TRANSCRIPT
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Copyright © 2010 Pearson Education International Chapter 6 - 1
Completing Completing Business MessagesBusiness Messages
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Copyright © 2010 Pearson Education International Chapter 6 - 2
Learning ObjectivesLearning Objectives
• Discuss the value of careful revision and list
the main tasks involved in completing a
business message
• List four writing techniques for improving
the readability of your messages
• Discuss how you can improve the clarity and
conciseness of your writing
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Copyright © 2010 Pearson Education International Chapter 6 - 3
Learning ObjectivesLearning Objectives
• Explain how design elements help determine
the effectiveness of your documents
• List eight tips for improving message quality
through careful proofreading
• Discuss the most important issues to
consider when distributing your message
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Copyright © 2010 Pearson Education International Chapter 6 - 4
Beyond the First DraftBeyond the First Draft
• Content
• Readability
• Clarity
• Conciseness
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Copyright © 2010 Pearson Education International Chapter 6 - 5
The Three-Step ProcessThe Three-Step Process
Writing CompletingPlanning
Analyze Situation
Gather Information
Select Medium
Get Organized
Revise
Produce Message
Proofread Message
Distribute Message
Adapt to the Audience
Composethe Message
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Copyright © 2010 Pearson Education International Chapter 6 - 6
Revising the MessageRevising the Message
• Type of message and choice of media
– Content
– Clarity
– Conciseness
– Readability
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Copyright © 2010 Pearson Education International Chapter 6 - 7
Evaluate the MessageEvaluate the Message
• Content
• Organization
• Style and tone
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Copyright © 2010 Pearson Education International Chapter 6 - 8
Review for ReadabilityReview for Readability
• Flesch-Kincaid Grade Level Score
• Flesch Reading Ease Score
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Copyright © 2010 Pearson Education International Chapter 6 - 9
Increasing “Skim” ValueIncreasing “Skim” Value
• Sentences
• Paragraphs
• Listed items
• Headings
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Copyright © 2010 Pearson Education International Chapter 6 - 10
Vary Sentence LengthVary Sentence Length
• Create interest
• Promote readability
• Emphasize points
• Enliven your writing
• Appeal to readers
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Copyright © 2010 Pearson Education International Chapter 6 - 11
Keep Paragraphs ShortKeep Paragraphs Short
• Break up thoughts
• Boost readability
• Emphasize ideas
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Copyright © 2010 Pearson Education International Chapter 6 - 12
Use Lists and BulletsUse Lists and Bullets
• Show sequence of ideas
• Heighten visual impact
• Emphasize key points
• Simplify complex subjects
• Provide visual breaks
• Expedite skimming process
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Headings and Headings and SubheadingsSubheadings
• Descriptive or informative
– Organization
– Attention
– Connection
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Copyright © 2010 Pearson Education International Chapter 6 - 14
Editing for ClarityEditing for Clarity
• Break up overly long sentences
• Rewrite hedging sentences
• Impose parallelism
• Correct dangling modifiers
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Copyright © 2010 Pearson Education International Chapter 6 - 15
Editing for ClarityEditing for Clarity
• Reword long noun sequences
• Replace camouflaged verbs
• Clarify sentence structure
• Clarify awkward references
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Copyright © 2010 Pearson Education International Chapter 6 - 16
Editing for ConcisenessEditing for Conciseness
• Delete unnecessary words and phrases
• Shorten long words and phrases
• Eliminate redundancies
• Recast “It is/There are” starters
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Copyright © 2010 Pearson Education International Chapter 6 - 17
Evaluate, Edit, and Revise Evaluate, Edit, and Revise the Work of Othersthe Work of Others
• Help the writer succeed
• Understand the writer’s intent
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Copyright © 2010 Pearson Education International Chapter 6 - 18
Revising with Revising with TechnologyTechnology
• Cut and paste
• Revision marks
• Spell checker
• Thesaurus
• Search/replace
• Commenting
• Grammar check
• Style checker
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Producing the MessageProducing the Message
• Production quality
– Effectiveness
– Professionalism
– Importance
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Copyright © 2010 Pearson Education International Chapter 6 - 20
Design for ReadabilityDesign for Readability
• Consistency
• Balance
• Restraint
• Detail
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Copyright © 2010 Pearson Education International Chapter 6 - 21
Design TechniquesDesign Techniques
• White space
• Margins
• Justification
• Typefaces
• Type styles
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Copyright © 2010 Pearson Education International Chapter 6 - 22
Multimedia DocumentsMultimedia Documents
• Level of skills
• Tools
• Time and cost
• Content
• Message structure
• Compatibility
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Copyright © 2010 Pearson Education International Chapter 6 - 23
Production TechnologyProduction Technology
• Templates and style sheets
• Page setup features
• Column and paragraph formatting
• Numbered and bulleted lists
• Information in tables
• Photos, images, textboxes, and objects
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Copyright © 2010 Pearson Education International Chapter 6 - 24
Format for Business Format for Business LettersLetters
• Letterhead stationery
• Date
• Inside address
• Salutation
• The message
• Complimentary close
• Signature block
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Copyright © 2010 Pearson Education International Chapter 6 - 25
Format for MemosFormat for Memos
• Memo title
• Headings
• The message
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Proofread the MessageProofread the Message
• Writing errors
• Design flaws
• Layout problems
• Production issues
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Proofreading AdviceProofreading Advice
Make Multiple Passes Use Perceptual Tricks
Focus on High Priorities Maintain Your Distance
Practice Vigilance Remain Focused
Work With Printouts Take Your Time
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Copyright © 2010 Pearson Education International Chapter 6 - 28
Distributing MessagesDistributing Messages
• Cost concerns
• Convenience
• Time constraints
• Security and privacy