Chapter 5

Completing Business Messages

Copyright © 2018 GT00503 Business Communication. Chapter 5 - 1

 Learning Outcome
Discuss the important of careful revision
and the tasks involved in evaluating
your first drafts and the work of other
writers.
Elaborate on the techniques to improve
the readability of your messages.
Describe steps taken to improve the
clarity of writing and making writing
more concise.
Elaborate on the principles of
effective design and role of design
elements in document readability.
Explain the importance of proofreading
Discuss the most important tasks to
consider when distributing your messages.
 LO 5.1

Revising Your Message: Evaluating the First Draft

Discuss the value of careful revision and describe

the tasks involved in evaluating your first drafts and
the work of other writers.

Chapter 5 - 3
 Revising Your Message: What is the purpose of revising ?
Evaluating the First Draft Why does it matter?

Chapte
Copyright © 2016 Pearson Education Limited r5-2
Revising Your Message: Evaluating the First Draft

Content Clear Accurate, Relevant and Complete

Organization Order and Emphasis, Repetition and Grouping

Tone Is it too formal, Is it too casual?

 Evaluating Work of Other writers

Questions to ask when evaluating the work of other writers

❖ What is the purpose of the message?

❖ Who is the audience?
❖ Is the document well organized?
❖ Does the writing convey a “you” attitude?
❖ Is the tone of the writing appropriate?
❖ Can the readability be improved?
❖ Is the writing clear? Can it be improved?
❖ Does the design support the message?
 Summary of Discussion

In this section, we discussed the following:

– The Importance of Revision
– Evaluating Your Message
– Evaluating, Editing, and Revising the Work of Other Writers
 LO 5.2

Revising to Improve Readability

Techniques you can use to improve the

readability of your messages.

Chapter 5 - 8
 Revising to Improve Readibility
Techniques

Techniques

Varying Sentence Keeping Paragraphs Lists and Bullets Headings and

Short Subheadings
Length

❖ Average 100 words ❖ Simplify complex ❖ Reveal the

For easier, careful reading
Short Up to 15
and more emphasis on
Medium 15 - 15
main points
Long over 25
❖ Maintain flow
Easier to connect ideas,
and work with transitions
points
❖ Highlight main ideas
❖ Skimming and
sequencing ideas
Setting off ideas in a list
organization
❖ Draw attention to
key points
❖ Show connections
and transitions

Chapter 5 - 9
 Summary of Discussion

• In this section, we discussed the following:

– Varying Your Sentence Length
– Keeping Paragraphs Short
– Using Lists and Bullets to Clarify and Emphasize
– Adding Headings and Subheadings

• The next section will cover Editing for Clarity and Conciseness.
 LO 5.3

Editing for Clarity and Conciseness

Describe steps you can take to improve the clarity of your writing and give
four tips on making your writing more concise.

Chapter 5 - 11
 ▪ Break Up Overly Long Sentences
▪ Rewrite Hedging Sentences
▪ Impose Parallel Structure
Editing ▪ Correct Dangling Modifiers
for Clarity ▪ Reword Long Noun Sequences
▪ Replace Camouflaged Verbs
▪ Clarify Sentence Structure
▪ Clarify Awkward References

▪ Delete Unnecessary Words and Phrases

Editing ▪ Replace Long Words and Phrases
▪ Eliminate Redundant Word Combinations
for Consciousness ▪ Recast “It is/There are” Starters
 Summary of Discussion

In this section, we discussed the following:

– Editing for Clarity
– Editing for Conciseness
• The next section will cover Producing Your Message.
 LO 5.4

Producing Your Message

List the principles of effective design and explain the role of

major design elements in document readability.

Chapter 5 - 14
 Designing for Readability

Consistency
Detail
Designing
Elements Balance

Restraint

Applying Justification
White space
the Type Face
elements Margins
Type Style
 Think in Small
chunks

Designing Use plenty of

white space
for
Mobile Keep the format
Devices simple

Experiment
with layout
 Summary of Discussion

In this section, we discussed the following:

– Designing for Readability
– Applying Key Design Elements
– Designing for Mobile Devices

• The next section will cover Proofreading Your

Message.

Copyright © 2016 Pearson Education Limited Chapter 5 - 17

 LO 5.5

Proofreading Your Message

Explain the importance of proofreading and give six

tips for successful proofreading.

Chapter 5 - 18
 Proofreading Carefully

Make Use
Multiple Perceptual Check High-
Priority Items
Passes Tricks

Stay
Get some Don’t rush
focused
distance proofreading
and Vigilant

Copyright © 2016 Pearson Education Limited Chapter 5 - 19

 Summary of Discussion

In this section, we discussed the following:

– Typical Sources of Problems
– Proofreading Carefully
• The next section will cover Distributing Your Message.

Chapter 5 - 20
 LO 5.6

Distributing Your Message

Discuss the most important issues to consider

when distributing your messages.

Chapter 5 - 21
 Distributing Messages

Factors of Distribution

Security /Privacy
Cost Constraint

Time
Convenience Constraint

Copyright © 2016 Pearson Education Limited Chapter 5 - 22

 Summary of Discussion

In this section, we discussed the following:

– Distributing Your Message
• This concludes our discussion of Chapter 5: Completing
Business Messages.
This concludes
our discussion
of Topic 5:
Completing
Business
Messages.

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 Thank you!

ANY QUESTIONS?

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