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Completing Business Messages

Copyright 2010 Pearson Education, Inc. publishing as Prentice Hall

Chapter 6 - 1

Learning 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
Copyright 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 6 - 2

Learning 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

Copyright 2010 Pearson Education, Inc. publishing as Prentice Hall

Chapter 6 - 3

Beyond the First Draft


Content
Readability Clarity Conciseness

Copyright 2010 Pearson Education, Inc. publishing as Prentice Hall

Chapter 6 - 4

The Three-Step Process


Planning Analyze Situation
Gather Information Select Medium

Writing

Completing
Revise Produce Message Proofread Message Distribute Message
Chapter 6 - 5

Adapt to the Audience

Get Organized

Compose the Message

Copyright 2010 Pearson Education, Inc. publishing as Prentice Hall

Revising the Message


Type of message and choice of media
Content Clarity Conciseness Readability

Copyright 2010 Pearson Education, Inc. publishing as Prentice Hall

Chapter 6 - 6

Evaluate the Message


Content
Organization

Style and tone

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Chapter 6 - 7

Review for Readability


Flesch-Kincaid Grade Level Score
Flesch Reading Ease Score

Copyright 2010 Pearson Education, Inc. publishing as Prentice Hall

Chapter 6 - 8

Increasing Skim Value


Sentences
Paragraphs

Listed items
Headings

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Chapter 6 - 9

Vary Sentence Length


Create interest
Promote readability

Emphasize points
Enliven your writing

Appeal to readers
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Keep Paragraphs Short


Break up thoughts
Boost readability

Emphasize ideas

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Chapter 6 - 11

Use 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 Subheadings


Descriptive or informative
Organization Attention Connection

Copyright 2010 Pearson Education, Inc. publishing as Prentice Hall

Chapter 6 - 13

Editing for Clarity


Break up overly long sentences
Rewrite hedging sentences

Impose parallelism
Correct dangling modifiers

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Chapter 6 - 14

Editing for Clarity


Reword long noun sequences
Replace camouflaged verbs

Clarify sentence structure


Clarify awkward references

Copyright 2010 Pearson Education, Inc. publishing as Prentice Hall

Chapter 6 - 15

Editing for Conciseness


Delete unnecessary words and phrases
Shorten long words and phrases

Eliminate redundancies
Recast It is/There are starters

Copyright 2010 Pearson Education, Inc. publishing as Prentice Hall

Chapter 6 - 16

Evaluate, Edit, and Revise the Work of Others


Help the writer succeed
Understand the writers intent

Copyright 2010 Pearson Education, Inc. publishing as Prentice Hall

Chapter 6 - 17

Revising with Technology


Cut and paste
Revision marks

Search/replace
Commenting

Spell checker
Thesaurus

Grammar check
Style checker

Copyright 2010 Pearson Education, Inc. publishing as Prentice Hall

Chapter 6 - 18

Producing the Message


Production quality
Effectiveness Professionalism Importance

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Chapter 6 - 19

Design for Readability


Consistency
Balance

Restraint
Detail

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Chapter 6 - 20

Design Techniques
White space
Margins

Justification
Typefaces

Type styles
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Multimedia Documents
Level of skills
Tools Time and cost Content Message structure Compatibility
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Production 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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Format for Business Letters


Letterhead stationery Date Inside address Salutation The message Complimentary close Signature block
Chapter 6 - 24

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Format for Memos


Memo title
Headings

The message

Copyright 2010 Pearson Education, Inc. publishing as Prentice Hall

Chapter 6 - 25

Proofread the Message


Writing errors
Design flaws

Layout problems
Production issues

Copyright 2010 Pearson Education, Inc. publishing as Prentice Hall

Chapter 6 - 26

Proofreading Advice
Make Multiple Passes Focus on High Priorities Use Perceptual Tricks Maintain Your Distance

Practice Vigilance
Work With Printouts

Remain Focused
Take Your Time
Chapter 6 - 27

Copyright 2010 Pearson Education, Inc. publishing as Prentice Hall

Distributing Messages
Cost concerns
Convenience

Time constraints
Security and privacy

Copyright 2010 Pearson Education, Inc. publishing as Prentice Hall

Chapter 6 - 28

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