Business Communication Chapter 6 The Writing Process Copyright

Business Communication Chapter 6 The Writing Process Copyright 2010 South-Western Cengage Learning

Planning Messages Identify the objective To inform To request To record To persuade Determine the main idea Choose supporting details Adjust for the receiver 6. 1 Planning and Organizing Messages © Stockbyte / Getty Images Adjust the message for the receiver. 2

Organizing Messages Direct order Indirect order Direct-indirect order 6. 1 Planning and Organizing Messages 3

Effective Messages Build goodwill Achieve their objectives Have common traits Courteous Correct Concise Clear Complete 6. 2 Composing Messages 4

Courteous Messages Positive words Proper titles Bias-free words Gender bias Race and age bias Disability bias © Blend Images / Jupiter Images Show respect for others by using their names and titles properly. 6. 2 Composing Messages 5

Correct Messages Errors Omitted information The main idea Supporting details © Tetra Images / Getty Images Effective messages do not omit details or confuse the reader. 6. 2 Composing Messages 6

Concise Messages Unnecessary elements Redundancies Empty phrases Active voice 6. 2 Composing Messages 7

Clear Messages Clear words and sentences Contradictory information 6. 2 Composing Messages 8

Complete Messages The five Ws Who What Where When Why Complete paragraphs Message structure 6. 2 Composing Messages 9

Stages in the Writing Process Planning Composing Editing Proofreading Publishing © Photodisc / Getty Images Planning is an important part of the writing process. 6. 3 Editing and Publishing Messages 10

Editing Messages Editing: reviewing and revising (changing) a message to improve it May require as much time as composing Focus on the main ideas Review for the 5 Cs Review for effective transitions 6. 3 Editing and Publishing Messages 11

Proofreading Messages Proofreading: reviewing and correcting the final draft of a message Focus on: General content errors Mechanical errors Proofreading methods 6. 3 Editing and Publishing Messages 12

Spelling and Grammar Checkers Included in many word processing and other programs Are useful but do not replace proofreading 6. 3 Editing and Publishing Messages 13

6. 3 Editing and Publishing Messages 14

6. 3 Editing and Publishing Messages 15

Publishing Messages Appropriate methods Appearance counts Paper Format © Orange Line Media / Shutterstock Sending a letter is a typical way to publish a formal business message. 6. 3 Editing and Publishing Messages 16

Vocabulary bias clear message complete message concise message contradictory correct message courteous message editing empathy intranet objective project bid proofreaders’ marks proofreading publish redundancy transition 17