Professional Documents
Culture Documents
Chapter 4 Lanjutan The Business Writing Process in The Digital Age
Chapter 4 Lanjutan The Business Writing Process in The Digital Age
©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in
Ch. 3 / Slide 1
part.
Drafting Effective Paragraphs
©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in
Ch. 3 / Slide 2
part.
Building Paragraph Coherence
To build paragraph coherence, link ideas
with one of these techniques:
©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in
Ch. 3 / Slide 3
part.
Building Coherence With
Transitional Expressions
Use transitional expressions to build
coherence for special effects:
©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in
Ch. 3 / Slide 5
part.
Controlling Paragraph Length
©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch. 3 / Slide 33
© MelisendeVector.com/Fotolia
Revising Business Messages
Revising for Conciseness
Eliminate flabby expressions.
Flabby Concise
at this point in time now
due to the fact that because
in very few cases seldom
despite the fact that although
in the near future soon
©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in
part.
Ch. 4 / Slide 8
Revising for Conciseness
Limit long lead-ins.
Wordy Concise
This is to let you know that Monday is a holiday.
Monday is a holiday.
©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in
part.
Ch. 4 / Slide 9
Taking Time to Revise:
Applying Phase 3 of the Writing Process
Writing Process:
Prewriting Drafting Revising
©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch. 4 / Slide 3
© denis_pc/Fotolia, © iadam/Fotolia
Revising for Conciseness
Drop unnecessary there is/are
and it is/was fillers.
Wordy Concise
There are at least ten At least ten applicants
candidates who applied for applied for that position.
that position.
©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in
part.
Ch. 4 / Slide
11
Revising for Conciseness
Reject redundancies.
Redundant Concise
combined together combined
©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in
part.
Ch. 4 / Slide
12
Revising for Conciseness
Purge empty words.
Wordy Concise
In the case of General General Motors was
Motors, the car company was reorganized.
reorganized.
We are aware of the fact that We know many managers
many managers need need assistance.
assistance.
When it arrived, I deposited I deposited your check
your check immediately. immediately.
©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in
part.
Ch. 4 / Slide
13
Revising for Conciseness
Condense messages for social
media microblogging.
Personalize
Include only whenever
main ideas. possible.
Choose
descriptive but Be prepared
short words. to revise many times
for conciseness, clarity,
and correctness.
©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch. 4 / Slide 14
© Andrey/Fotolia
Tweet Reply to Unhappy Bank
of America Customer
@BofA Help.
Sorry you feel that way.
If you change your mind
and want to see if we can
help, please DM your
name/zip/phone.
©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch. 4 / Slide 15
© Andrey/Fotolia
Making Your Message Clear
Keep it short and simple.
Wordy Concise
It would not be inadvisable You should sign now.
for you to affix your signature
at this point in time.
Here are implements that are Here are tools to do the job
necessary for the job to be satisfactorily.
completed in a satisfactory
manner.
©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in
Ch. 4 / Slide 16
part.
Making Your Message Clear
Dump trite business phrases.
Trite Improved
pursuant to your request as you requested
©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in
Ch. 4 / Slide 17
part.
Making Your Message Clear
Drop clichés (worn phrases), slang
(informal words with extravagant
meanings), and business buzzwords.
Cliché, Slang, Buzzword Improved
Last but not least, we must Finally, we must cut costs.
cut costs.
Hey, prof, what u think of my Professor, what did you
killer paper? think of my paper?
Our point man will ping our Jake will call you with our
repurposed proposal to you. revised proposal.
©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in
Ch. 4 / Slide 18
part.
Making Your Message Clear
Unbury verbs that are needlessly
converted to wordy noun expressions.
©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in
Ch. 4 / Slide 19
part.
Making Your Message Clear
Control exuberance by using sparingly such
words as very, definitely, quite, totally, etc.
Excessive Exuberance Businesslike
We are actually very certain We are certain that they
that they totally agree with agree with our proposal.
our proposal.
©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in
Ch. 4 / Slide 20
part.
Making Your Message Clear
Express precise meaning.
©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in
Ch. 4 / Slide 21
part.
Enhancing Readability
Through Document Design
Employ white space by
• Adding headings
• Including bulleted or
numbered lists
• Using short sentences
• Writing short paragraphs
• Setting effective margins
©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch. 4 / Slide 19
© denis_pc/Fotolia
Enhancing Readability
Through Document Design
Setting margins
• Use 1 to 1 ½ inch
margins
©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch. 4 / Slide 23
Microsoft ® Word; Used with permission from Microsoft.
Enhancing Readability
Through Document Design
Setting for Ragged-Right Margins
Ragged-right margins provide
more white space and improve Result
readability.
©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch. 4 / Slide 24
Microsoft ® Word; Used with permission from Microsoft.
Enhancing Readability
Through Document Design
Choose appropriate typefaces.
©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in
Ch. 4 / Slide 27
part.
Enhancing Readability
Through Document Design
Use parallel (balanced) construction
when listing similar ideas.
Not Parallel Parallel
Keeping an old customer is Keeping an old customer is
much cheaper than to find a new much cheaper than finding a new
one. one.
©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in
Ch. 4 / Slide 28
part.
Add headings to enhance
comprehension.
©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in
Ch. 4 / Slide 29
part.
Enhancing Readability
Through Document Design
Category headings:
The company needs to focus attention in three
key areas:
Attracting applicants. We must analyze where
and how we advertise for applicants, specifically,
online job boards. . . .
Interviewing applicants. We should consider
adding a simulated customer encounter to the
process. Simulated. . . .
Checking references. We'll find a better candidate
if we contact all references, not just former
employers. Currently, the. . . .
©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in
Ch. 4 / Slide 30
part.
Proofreading to Catch Mistakes
Punctuation
Names and
Grammar
numbers
What to
Spelling Watch for in Format
Proofreading
©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in
Ch. 4 / Slide 31
part.
How to Proofread Routine
Documents
Reading messages on Look for typos,
screen: Use the down misspellings, and easily
arrow to reveal one line confused words.
at a time. Read from a
printed copy, to be safer.
©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Ch. 4 / Slide 30
© Marina Zlochin/Fotolia
How to Proofread
Complex Documents
1 Print a copy,
preferably double
spaced.
2 Set it aside and
take a breather.
Expect errors
3 Allow adequate
time for careful
proofing.
4 and congratulate
yourself when
you find them.
Capitalize
Transpose
Close up
©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in
Ch. 4 / Slide 34
part.
To Revise Manually,
Use Basic Proofreading Marks
Insert
Insert space
Insert punctuation
Insert period
Start paragraph
©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in
Ch. 4 / Slide 35
part.
To Revise Manually,
Use Basic Proofreading Marks
©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in
Ch. 4 / Slide 36
part.
To Revise Manually,
Use Basic Proofreading Marks
Revised Copy
©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in
Ch. 4 / Slide 37
part.
To Revise Digitally,
Strikethrough and Color
• This is a short note to let you know that as As you requested, I
made an investigation of investigated several of our
competitors’ websites. Attached heretois a summary of the
findings. of my investigation. I was really most interested in
making a comparison of the employment of comparing
marketing strategies as well as the use of navigational graphics
used to guide visitors through the sites.
©2016 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in
Ch. 4 / Slide 38
part.
Evaluate Your Writing
Does it attract
Is it polished
the reader’s
and clear?
attention?