Chapter 5 Writing Business Messages Copyright 2012 Pearson

Chapter 5 Writing Business Messages Copyright © 2012 Pearson Education Chapter 5 - 1

Learning Objectives 1. Being sensitive to audience needs 2. Building strong audience relationships 3. Controlling your style and tone 4. Choosing strong words for a message 5. Composing sentences and paragraphs 6. Using technology for business messages Copyright © 2012 Pearson Education Chapter 5 - 2

Adapting to Your Audience: Being Sensitive to Audience Needs Copyright © 2012 Pearson Education Chapter 5 - 3

The “You” Attitude Writing Copyright © 2012 Pearson Education Speaking Chapter 5 - 4

Practice Etiquette • Courtesy • Diplomacy • Tactfulness Copyright © 2012 Pearson Education Chapter 5 - 5

Positive Emphasis Avoid negativity Employ euphemisms Copyright © 2012 Pearson Education Chapter 5 - 6

Bias-Free Language • Gender • Racial • Ethnic • Age • Disability Copyright © 2012 Pearson Education Chapter 5 - 7

Summary of Discussion Copyright © 2012 Pearson Education Chapter 5 - 8

Adapting to Your Audience: Building Strong Relationships Copyright © 2012 Pearson Education Chapter 5 - 9

Establish Credibility Honesty Objectivity Awareness Expertise Copyright © 2012 Pearson Education Chapter 5 - 10

Establish Credibility Endorsements Performance Sincerity Confidence Copyright © 2012 Pearson Education Chapter 5 - 11

Company Image Communication style Communication guidelines Copyright © 2012 Pearson Education Chapter 5 - 12

Summary of Discussion Copyright © 2012 Pearson Education Chapter 5 - 13

Adapting to Your Audience: Controlling Style and Tone Copyright © 2012 Pearson Education Chapter 5 - 14

Conversational Tone Texting and writing Pompous or stale language Preaching or bragging Intimacy and humor Copyright © 2012 Pearson Education Chapter 5 - 15

Plain Language Read it! Understand it! Take action! Copyright © 2012 Pearson Education Chapter 5 - 16

Use the Right Voice Active Copyright © 2012 Pearson Education Passive Chapter 5 - 17

Summary of Discussion Copyright © 2012 Pearson Education Chapter 5 - 18

Composing Your Message: Choosing Powerful Words Copyright © 2012 Pearson Education Chapter 5 - 19

Powerful Words Correct Effective Copyright © 2012 Pearson Education Chapter 5 - 20

Meaning of Words Copyright © 2012 Pearson Education Chapter 5 - 21

Balancing Words Concreteness Abstraction Tangible Concepts Objective Qualities Visualization Characteristics Copyright © 2012 Pearson Education Chapter 5 - 22

Finding Words Powerful words Familiar words Clichés & buzzwords Technical jargon Copyright © 2012 Pearson Education Chapter 5 - 23

Summary of Discussion Copyright © 2012 Pearson Education Chapter 5 - 24

Composing Your Message: Writing Effective Sentences Copyright © 2012 Pearson Education Chapter 5 - 25

Sentence Types Simple Compound Complex Compoundcomplex Copyright © 2012 Pearson Education Chapter 5 - 26

Emphasize Key Ideas Spacing words Placing words Copyright © 2012 Pearson Education Chapter 5 - 27

Summary of Discussion Copyright © 2012 Pearson Education Chapter 5 - 28

Composing Your Message: Crafting Unified, Coherent Paragraphs Copyright © 2012 Pearson Education Chapter 5 - 29

Paragraph Elements Copyright © 2012 Pearson Education Chapter 5 - 30

Paragraph Options • Illustration • Classification • Cause - effect • Problem - solution • Compare - contrast Copyright © 2012 Pearson Education Chapter 5 - 31

Summary of Discussion Copyright © 2012 Pearson Education Chapter 5 - 32

Using Technology to Compose and Shape Your Messages Copyright © 2012 Pearson Education Chapter 5 - 33

Format with Technology • Style sheets and style sets • Templates and themes • Boilerplate and document components • Auto-correction and auto-completion • File merge and mail merge • Endnotes, footnotes, indexes, and TOC Copyright © 2012 Pearson Education Chapter 5 - 34

Summary of Discussion Copyright © 2012 Pearson Education Chapter 5 - 35

Chapter 5 Writing Business Messages Copyright © 2012 Pearson Education Chapter 5 - 36

All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written permission of the publisher. Printed in the United States of America. Copyright © 2012 Pearson Education Chapter 5 - 37