Chapter 6 Choosing the Best Process and Form

Chapter 6 Choosing the Best Process and Form © 2014 by Mc. Graw-Hill Education. This is proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner. This document may not be copied, scanned, duplicated, forwarded, distributed, or posted on a in wholefor or sale part. or distribution in any manner. © 2014 by Mc. Graw-Hill Education. This is proprietary material solely for authorized instructor use. website, Not authorized 6 -1 This document may not be copied, scanned, duplicated, forwarded, distributed, or posted on a website, in whole or part.

Chapter Overview Click to edit Master title style • The writing process and effective strategies • The importance of readable formatting • The main types and purposes of business messages – – – Letters Memorandums Email Text messaging Instant messaging Social networking • The inverted pyramid structure for writing © 2014 by Mc. Graw-Hill Education. This is proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner. This document may not be copied, scanned, duplicated, forwarded, distributed, or posted on a website, in whole or part. 6 -2

Process Click to The edit Writing Master title style © 2014 by Mc. Graw-Hill Education. This is proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner. This document may not be copied, scanned, duplicated, forwarded, distributed, or posted on a website, in whole or part. 6 -3

Process Click to The edit Writing Master title style • Planning the message – Determining goals – Analyzing the audience – Gathering information – Analyzing and organizing the information – Choosing a form, channel, and format © 2014 by Mc. Graw-Hill Education. This is proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner. This document may not be copied, scanned, duplicated, forwarded, distributed, or posted on a website, in whole or part. 6 -4

Process Click to The edit Writing Master title style • Drafting the message – Avoid perfectionism – Keep going – Use any strategies that will keep you working productively © 2014 by Mc. Graw-Hill Education. This is proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner. This document may not be copied, scanned, duplicated, forwarded, distributed, or posted on a website, in whole or part. 6 -5

Process Click to The edit Writing Master title style • Revising – Editing – Proofreading © 2014 by Mc. Graw-Hill Education. This is proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner. This document may not be copied, scanned, duplicated, forwarded, distributed, or posted on a website, in whole or part. 6 -6

Theto. Importance Formatting Click edit Masteroftitle style • Avoid an intimidating document. • Use formatting devices to enhance readability and comprehension: – White space – Headings – Short paragraph “chunks” – Typographical emphasis (e. g. , bold, italics) – Bulleted lists – Diagrams and pictures © 2014 by Mc. Graw-Hill Education. This is proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner. This document may not be copied, scanned, duplicated, forwarded, distributed, or posted on a website, in whole or part. 6 -7

Mainto. Types of Business Messages Click edit Master title style Letters Social Media Text & Instant Messages Memos Emails © 2014 by Mc. Graw-Hill Education. This is proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner. This document may not be copied, scanned, duplicated, forwarded, distributed, or posted on a website, in whole or part. 6 -8

Letterstitle style Click to edit Master • The most traditional type of business message – Used to correspond with people outside the organization – Not as formal as they once were – More than a strategic means to achieve a business goal—an exchange among real people © 2014 by Mc. Graw-Hill Education. This is proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner. This document may not be copied, scanned, duplicated, forwarded, distributed, or posted on a website, in whole or part. 6 -9

Memorandums Click to edit Master title style • Written internally • More formal than email • Format • • Date To From Subject • Share factual, problem-related info; some can be classified as reports • A traditional genre being replaced by email © 2014 by Mc. Graw-Hill Education. This is proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner. This document may not be copied, scanned, duplicated, forwarded, distributed, or posted on a website, in whole or part. 6 -10

Emailstitle style Click to edit Master – Advantages of email • Quick, low cost • Eliminates telephone tag • Speeds up decision making • Provides a written record – Disadvantages of email • Not confidential • Can be misunderstood or used to avoid difficult in-person conversations • May not communicate writer’s emotional intent • May be ignored © 2014 by Mc. Graw-Hill Education. This is proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner. This document may not be copied, scanned, duplicated, forwarded, distributed, or posted on a website, in whole or part. 6 -11

Email Mistakes Click to. Top edit 10 Master title style 1. Using vague subject lines such as “meeting” 2. Hiding the main point 3. Using the “bcc” field to be sneaky in communication 4. Not deleting strings of replies unnecessary to the recipient 5. Ignoring grammar and mechanics 6. Sending long emails 7. Creating long paragraphs 8. Not avoiding emotion 9. Using email when it’s not the best communication channel 10. Forgetting that email is a permanent record © 2014 by Mc. Graw-Hill Education. This is proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner. This document may not be copied, scanned, duplicated, forwarded, distributed, or posted on a website, in whole or part. 6 -12

& Master Instant title Messaging Click. Texts to edit style • Used for promotions, brand awareness, customer relations • Typically limited to 150 characters • Tips – Cover all critical information. – Keep it short. – Strive for clarity. – Maintain a conversational tone. – Adapt messages to the audience. – Keep language and content professional. © 2014 by Mc. Graw-Hill Education. This is proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner. This document may not be copied, scanned, duplicated, forwarded, distributed, or posted on a website, in whole or part. 6 -13

Social Networking Click to edit Master title style • Uses – External communication with customers or clients – Publicity or product promotion – Internal communication – Evaluate potential employees • Reminder: Nothing on these sites is confidential. Your employer (or a potential employer) may view them. © 2014 by Mc. Graw-Hill Education. This is proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner. This document may not be copied, scanned, duplicated, forwarded, distributed, or posted on a website, in whole or part. 6 -14

Print Onlinetitle Writing Click to edit. Vs. Master style • Web readers read an average of 20% of words on the page (Jakob Nielson, usability expert). • Nielson notes that Web text is non-linear. • Bulleted lists and quick chunks of information are preferred. • When users visit websites, they do so to “do something. ” • Bottom line information should be shared right away © 2014 by Mc. Graw-Hill Education. This is proprietary material solely for authorized instructor use. Not authorized for sale or distribution in any manner. This document may not be copied, scanned, duplicated, forwarded, distributed, or posted on a website, in whole or part. 6 -15