CHAPTER 3 Composing Business Messages Instructor Only Version

Mary Ellen Guffey, Essentials ofof Business Communication, 8 e Chapter 1, 3, Slide 2 Chapter

Collecting Information § Search manually (books, magazines, journals). § Access electronically (Internet, databases, compact disks). § Go to the source (interviews, surveys, questionnaires, focus groups). § Conduct scientific experiments (measure variables using control groups). Mary Ellen Guffey, Essentials of Business Communication, 8 e Chapter 3, Slide 3

Informal Research § Look in your organization’s files. § Talk with your boss. § Interview the target audience. § Conduct an informal survey. § Brainstorm for ideas. Mary Ellen Guffey, Essentials of Business Communication, 8 e Chapter 3, Slide 4

Organizing Information Into an Outline Mary Ellen Guffey, Essentials ofof Business Communication, 8 e Chapter 1, 3, Slide 5 Chapter

Tips for Making Outlines Tips: § Define main topic in title. § Divide the topic into three to five main points. § Break the components into subpoints. § Make each component exclusive (no overlapping). § Don't put a single item under a major component. § Use details and evidence to support subpoints. Mary Ellen Guffey, Essentials of Business Communication, 8 e Chapter 3, Slide 6

Organizing Business Messages DIRECT STRATEGY Main idea comes first followed by details and explanations Mary Ellen Guffey, Essentials ofof Business Communication, 8 e Chapter 1, 3, Slide 7 Chapter

Mary Ellen Guffey, Essentials ofof Business Communication, 8 e Chapter 1, 3, Slide 8 Chapter

Organizing Business Messages Explanation precedes main idea INDIRECT STRATEGY Mary Ellen Guffey, Essentials ofof Business Communication, 8 e Chapter 1, 3, Slide 9 Chapter

Mary Ellen Guffey, Essentials ofof Business Communication, 8 e Chapter 1, 3, Slide 10 Chapter

DIRECT STRATEGY § § Saves reader’s time Sets a proper frame of mind Prevents frustration Appears businesslike Advantages INDIRECT STRATEGY § Respects feelings of audience § Encourages a fair hearing § Minimizes a negative reaction Mary Ellen Guffey, Essentials ofof Business Communication, 8 e Chapter 1, 3, Slide 11 Chapter

DIRECT STRATEGY § Receiver is receptive § Receiver requires no education about topic § Message is routine Useful when INDIRECT STRATEGY § Receiver may be upset or hostile § Receiver must be persuaded or educated § Message is sensitive Mary Ellen Guffey, Essentials ofof Business Communication, 8 e Chapter 1, 3, Slide 12 Chapter

Effective Sentences Complete Sentences Clauses Phrases Complete sentences have subjects and verbs and make sense (are capable of standing alone). subject verb Employees send many e-mail messages. Mary Ellen Guffey, Essentials of Business Communication, 8 e Chapter 3, Slide 13

Effective Sentences Complete Sentences Clauses Phrases Clauses also have subjects and verbs. § Independent clauses can stand alone. § Dependent clauses rely on independent clauses for their meaning. dependent clause independent clause When you speak, you reveal yourself. Mary Ellen Guffey, Essentials of Business Communication, 8 e Chapter 3, Slide 14

Effective Sentences Complete Sentences Clauses Phrases are groups of related words without subjects and verbs. phrase In the afternoon, I work at the mall. Mary Ellen Guffey, Essentials of Business Communication, 8 e Chapter 3, Slide 15

Avoid sentence fragments. Fragment Even though the pay was low. Many candidates applied. Revision: Even though the pay was low, many candidates applied. Mary Ellen Guffey, Essentials ofof Business Communication, 8 e Chapter 1, 3, Slide 16 Chapter

Avoid sentence fragments. Avoid runon (fused) sentences. Fused Sentences Two candidates applied only one was hired. Revisions: Two candidates applied. Only one was hired. Two candidates applied; only one was hired. Two candidates applied, but only one was hired. Mary Ellen Guffey, Essentials ofof Business Communication, 8 e Chapter 1, 3, Slide 17 Chapter

Avoid sentence fragments. Avoid runon (fused) sentences. Avoid commasplice sentences. Comma Splice Many were qualified, Jeff was hired. Revisions: Many were qualified. Jeff was hired. Many were qualified; however, Jeff was hired. Many were qualified, but Jeff was hired. Mary Ellen Guffey, Essentials ofof Business Communication, 8 e Chapter 1, 3, Slide 18 Chapter

Revise the following to avoid fragments, run-on sentences, and comma-splices. You can create a Webbased job portfolio it will impress potential employers. You can create a Webbased job portfolio; it will impress potential employers. Quick Check Send a scannable résumé. Send a scannable When you apply for a job. résumé when you apply for a job. Mary Ellen Guffey, Essentials ofof Business Communication, 8 e Chapter 1, 3, Slide 19 Chapter

Revise the following to avoid fragments, run-on sentences, and comma-splices. Although technical skills are important. Communication skills are also in great demand. College used to be for young people, however many older students now seek degrees. Although technical skills are important, communication skills are also in great demand. College used to be for young people; however, many older students now seek degrees. Mary Ellen Guffey, Essentials ofof Business Communication, 8 e Chapter 1, 3, Slide 20 Chapter

Revise the following to avoid fragments, run-on sentences, and comma-splices. Technology is changing the business world people are writing more messages than ever before. Technology is changing the business world. People are writing more messages than ever before. OR: Technology is changing the business world; people are. . Mary Ellen Guffey, Essentials ofof Business Communication, 8 e Chapter 1, 3, Slide 21 Chapter

Revise the following to avoid fragments, run-on sentences, and comma-splices. Executives are busy, they won't read wordy messages and reports. Executives are busy. They won't read wordy messages and reports. OR: Executives are busy; they won't read. . Mary Ellen Guffey, Essentials ofof Business Communication, 8 e Chapter 1, 3, Slide 22 Chapter

Emphasis Through Mechanics Underlining: Which of these methods do you prefer? Italics and Boldface: The use of boldface and italics captures the reader’s attention. All Caps: Notice how EXPENSE-FREE VACATION stands out. Mary Ellen Guffey, Essentials of Business Communication, 8 e Chapter 3, Slide 23

Emphasis Through Mechanics Dashes: Other methods–including dashes–may be used. Tabulation: Listing items vertically emphasizes them: 1. First item 2. Second item 3. Third item Mary Ellen Guffey, Essentials of Business Communication, 8 e Chapter 3, Slide 24

Which of these other means of achieving mechanical emphasis is/are appropriate in business letters? White space Color Lines Boxes Columns Titles Headings Subheadings Discuss any differences with the suggested answers provided. Mary Ellen Guffey, Essentials ofof Business Communication, 8 e Chapter 1, 3, Slide 25 Chapter

Which of these other means of achieving mechanical emphasis is/are appropriate in memos? White space Color Lines Boxes Columns Titles Headings Subheadings Discuss any differences with the suggested answers provided. Mary Ellen Guffey, Essentials ofof Business Communication, 8 e Chapter 1, 3, Slide 26 Chapter

Which of these other means of achieving mechanical emphasis is/are appropriate in e -mail messages? White space Color Lines Boxes Columns Titles Headings Subheadings Discuss any differences with the suggested answers provided. Mary Ellen Guffey, Essentials ofof Business Communication, 8 e Chapter 1, 3, Slide 27 Chapter

White space Which of these other means of achieving mechanical emphasis is/are appropriate in reports? Color Lines Boxes Columns Titles Headings Subheadings Discuss any differences with the suggested answers provided. Mary Ellen Guffey, Essentials ofof Business Communication, 8 e Chapter 1, 3, Slide 28 Chapter

Emphasis and De-emphasis Through Style To emphasize an idea § Use a vivid expression, such as in bug-free software rather than dependable software. § Label the idea with expressions such as more importantly, the principal reason, or the best alternative. § Put the important idea first or last in the sentence. § Put the important idea in a simple sentence or in an independent clause. Mary Ellen Guffey, Essentials of Business Communication, 8 e Chapter 3, Slide 29

Emphasis and De-emphasis Through Style To de-emphasize an idea § Use general, rather than specific, words (some customers complained, rather than 125 customers complained). § Place the idea in a dependent clause connected to an independent clause containing a positive idea. Although items cannot be returned for cash, you will receive store credit for any returned purchases. Mary Ellen Guffey, Essentials of Business Communication, 8 e Chapter 3, Slide 30

Active- and Passive-Voice Verbs Active-voice verbs show the subject performing the action. Most major employers require drug testing. (Active voice; the subject is acting) Dr. Smith recommended Tina for the job. (Active voice; the subject is acting) Mary Ellen Guffey, Essentials of Business Communication, 8 e Chapter 3, Slide 31

Active- and Passive-Voice Verbs In passive-voice sentences, the subject is being acted upon. Passive-voice verbs require helper verbs: Drug testing is required by most major employers. (Passive voice; the subject is being acted upon) Tina was recommended for the job by Dr. Smith. (Passive voice; the subject is being acted upon) Mary Ellen Guffey, Essentials of Business Communication, 8 e Chapter 3, Slide 32

Active- and Passive-Voice Verbs § Use the active voice for most business writing. § Use the passive voice to emphasize an action or the recipient of the action–rather than the actor (New laws were passed; drunk drivers were targeted). § Use the passive voice to break bad news (Although your lease cannot be renewed, we can offer. . . ). Mary Ellen Guffey, Essentials of Business Communication, 8 e Chapter 3, Slide 33

Convert the following sentences to active voice. You may have to add a subject. Our membership The president postponed meeting was postponed our membership meeting. by the president. Quick Check The résumés of job candidates are sorted quickly by the software program Resumix. The software program Resumix sorts résumés of job candidates quickly. Mary Ellen Guffey, Essentials ofof Business Communication, 8 e Chapter 1, 3, Slide 34 Chapter

Convert the following sentences to active voice. You may have to add a subject. All team messages are sent by e-mail. Team members send all messages by e-mail. Drug tests are required of all new employees. The company requires drug tests for all new employees. Mary Ellen Guffey, Essentials ofof Business Communication, 8 e Chapter 1, 3, Slide 35 Chapter

Convert the following sentences to active voice. You may have to add a subject. We were given our orders by the manager. The manager gave us our orders. Our intranet is used by employees to complete forms. Employees use our intranet to complete forms. Mary Ellen Guffey, Essentials ofof Business Communication, 8 e Chapter 1, 3, Slide 36 Chapter

Convert the following sentences to passive voice. We must delay shipment of your merchandise because of heavy demand. Your merchandise shipment must be delayed because of heavy demand. Management rejected our plan. Our plan was rejected by management. Mary Ellen Guffey, Essentials ofof Business Communication, 8 e Chapter 1, 3, Slide 37 Chapter

Convert the following sentences to passive voice. The technician could not The computer program install the computer could not be installed. program. Someone did not submit The accounting the accounting statement was not statement on time. submitted on time. Mary Ellen Guffey, Essentials ofof Business Communication, 8 e Chapter 1, 3, Slide 38 Chapter

Developing Parallelism Parallel expression uses balanced construction. Match nouns with nouns, verbs with verbs, phrases with phrases, and clauses with clauses. Poor Training sessions have been stimulating and a challenge. Parallel Training sessions have been stimulating and challenging. (Matches -ing verbals) Mary Ellen Guffey, Essentials of Business Communication, 8 e Chapter 3, Slide 39

Developing Parallelism Poor We are very concerned with the quality of raw materials, where they are located, and how much it costs to transport them. Mary Ellen Guffey, Essentials of Business Communication, 8 e Parallel We are very concerned with the quality, location, and transportation costs of raw materials. (Matches nouns) Chapter 3, Slide 40

Developing Parallelism Poor Parallel Serena takes the telephone orders, Matt locates the items in the warehouse, and the items are sent by Yolanda. Serena takes the telephone orders, Matt locates the items in the warehouse, and Yolanda sends the items. Mary Ellen Guffey, Essentials of Business Communication, 8 e (Matches active-voice verbs) Chapter 3, Slide 41

How could parallelism be improved in the following sentence? Our knowledge management system Quick management system focuses on the Check collecting, storage, collecting, storing, and sharing of best practices. Mary Ellen Guffey, Essentials ofof Business Communication, 8 e Chapter 1, 3, Slide 42 Chapter

How could parallelism be improved in the following sentence? The fall seminar is in October, December is scheduled for the winter seminar, and May is the month of the spring seminar. The fall seminar is in October, the winter seminar is in December, and the spring seminar is in May. Mary Ellen Guffey, Essentials ofof Business Communication, 8 e Chapter 1, 3, Slide 43 Chapter

How could parallelism be improved in the following sentence? We are pleased to recommend Elizabeth because she has sincerity, she is reliable, and she works with diligence. We are pleased to recommend Elizabeth because she is sincere, reliable, and diligent. Mary Ellen Guffey, Essentials ofof Business Communication, 8 e Chapter 1, 3, Slide 44 Chapter

Dangling and Misplaced Modifiers For clarity, modifiers must be close to the words they describe or limit. Be particularly careful to place a logical subject immediately after an introductory verbal phrase. Mary Ellen Guffey, Essentials of Business Communication, 8 e Chapter 3, Slide 45

Dangling and Misplaced Modifiers Poor After considering the problem carefully, new procedures were suggested by management. Mary Ellen Guffey, Essentials of Business Communication, 8 e Revised After considering the problem carefully, management suggested new procedures. Chapter 3, Slide 46

Dangling and Misplaced Modifiers Poor Any student has full online privileges who is enrolled in the college. Mary Ellen Guffey, Essentials of Business Communication, 8 e Revised Any student who is enrolled in the college has full online privileges. Chapter 3, Slide 47

Dangling and Misplaced Modifiers Poor It’s hard to understand why employees would not go to our technical support staff with software problems. Mary Ellen Guffey, Essentials of Business Communication, 8 e Revised It’s hard to understand why employees with software problems would not go to our technical support staff. Chapter 3, Slide 48

Dangling and Misplaced Modifiers Poor Using a search engine, the Web site was finally located. Mary Ellen Guffey, Essentials of Business Communication, 8 e Revised Using a search engine, we finally located the Web site. Chapter 3, Slide 49

Revise the following sentence to correct any misplaced modifiers. Retain the introductory phrases. To be hired, two years To be hired, one must of experience is required. have two years of experience. Quick Check Dipped in butter, you can really enjoy a fine lobster. Dipped in butter, a fine lobster can truly be enjoyed. Mary Ellen Guffey, Essentials ofof Business Communication, 8 e Chapter 1, 3, Slide 50 Chapter

Revise the following sentence to correct any misplaced modifiers. Retain the introductory phrases. By advertising extensively, all open jobs were filled quickly. By advertising extensively, we filled all open jobs quickly. After leaving the office, Jeff's car would not start. Jeff could not start his car. Mary Ellen Guffey, Essentials ofof Business Communication, 8 e Chapter 1, 3, Slide 51 Chapter

Revise the following sentence to correct any misplaced modifiers. Retain the introductory phrases. She died in the house in At the age of 88, she which she was born at died in the house in the age of 88. which she was born. Despite being paralyzed, doctors hoped that Mark would walk again. Despite Mark's paralysis, doctors hoped that he would walk again. Mary Ellen Guffey, Essentials ofof Business Communication, 8 e Chapter 1, 3, Slide 52 Chapter

Revise the following sentence to correct any misplaced modifiers. To receive an The sentence is employment form, fill correct as it stands. out this application. “You” is the understood subject of (Tricky!) a command. Mary Ellen Guffey, Essentials ofof Business Communication, 8 e Chapter 1, 3, Slide 53 Chapter

Three Ways to Achieve Paragraph Coherence To help guide your reader or listener from one thought to another, develop coherence by using one of these devices: u Repeat a key idea or key words. Next month we plan to launch a promotion for our new Web site. The promotion will involve newspaper and TV campaigns. Mary Ellen Guffey, Essentials of Business Communication, 8 e Chapter 3, Slide 54

Three Ways to Achieve Paragraph Coherence v Use a pronoun. Considerable interest is being shown in our extended certificates of deposit. They are more profitable when left on deposit for long periods. Mary Ellen Guffey, Essentials of Business Communication, 8 e Chapter 3, Slide 55

Three Ways to Achieve Paragraph Coherence w Use an appropriate transitional expression. Time Association before, after first, second meanwhile next until when, whenever Mary Ellen Guffey, Essentials of Business Communication, 8 e Chapter 3, Slide 56

Three Ways to Achieve Paragraph Coherence Contrast although but however instead nevertheless on the other hand Cause–Effect consequently for this reason hence therefore Mary Ellen Guffey, Essentials of Business Communication, 8 e Chapter 3, Slide 57

Three Ways to Achieve Paragraph Coherence Additional Idea furthermore in addition likewise moreover similarly Illustration in this way for example TIP: Paragraphs with eight or fewer printed lines look inviting and readable. Mary Ellen Guffey, Essentials of Business Communication, 8 e Chapter 3, Slide 58

Composing the First Draft § § § Complete all necessary research. Find a quiet place to concentrate and work. Prohibit calls, visitors, and interruptions. Organize information into an outline. Decide whether to write quickly (freewriting) OR revise as you go. § Imagine you are talking to a reader or listener. Mary Ellen Guffey, Essentials of Business Communication, 8 e Chapter 3, Slide 59