Completing Business Messages Prentice Hall 2008 Business Communication
Completing Business Messages © Prentice Hall, 2008 Business Communication Today, 9 e 1
Three-Step Writing Process Planning Analyze Situation Gather Information Select Medium Get Organized © Prentice Hall, 2008 Writing Adapt to the Audience Compose the Message Business Communication Today, 9 e Completing Revise Produce Proofread Distribute 2
Moving Past the First Draft Content, Organization, Style, and Tone Overall Readability © Prentice Hall, 2008 Final Draft Business Communication Today, 9 e Clarity and Conciseness 3
Revising the Message Content Organization Style and Tone © Prentice Hall, 2008 Business Communication Today, 9 e 4
Reviewing for Readability Flesch-Kincaid Grade Level Score Flesch Reading Ease Score © Prentice Hall, 2008 Business Communication Today, 9 e 5
Increasing “Skim” Value Sentences Paragraphs Listed Items Headings © Prentice Hall, 2008 Business Communication Today, 9 e 6
Editing for Clarity Sentence Style Faulty Parallelism Dangling Modifiers Long Noun Sequences © Prentice Hall, 2008 Business Communication Today, 9 e 7
Editing for Clarity Camouflaged Verbs Sentence Structure Awkward References Excess Enthusiasm © Prentice Hall, 2008 Business Communication Today, 9 e 8
Editing for Conciseness Wordy Constructions Long Words or Phrases Redundant Wording “It is/There are” Starters © Prentice Hall, 2008 Business Communication Today, 9 e 9
Revising with Technology Revision Tools Grammar Checker © Prentice Hall, 2008 Spell Checker Thesaurus Business Communication Today, 9 e Style Checker 10
Producing the Message Multimedia Elements Design Elements © Prentice Hall, 2008 Business Communication Today, 9 e 11
Multimedia Elements Presentation Software Graphics Software Video Clips and Sound Bites Hypertext Markup Language © Prentice Hall, 2008 Business Communication Today, 9 e 12
Designing for Readability Message Effectiveness Audience Perceptions © Prentice Hall, 2008 Business Communication Today, 9 e 13
Design Elements Consistency Balance Detail Restraint © Prentice Hall, 2008 Business Communication Today, 9 e 14
Design Techniques White Space Margins Justification Typefaces Type Styles © Prentice Hall, 2008 Business Communication Today, 9 e 15
Using Technology Templates and Style Sheets Page Setup Column Formatting Paragraph Numbered and Tables and Formatting Bulleted Lists Textboxes © Prentice Hall, 2008 Business Communication Today, 9 e Pictures and Objects 16
Format for Business-Letters Letterhead Stationery Date Salutation XXXXXXXXXXXXXXXXXXXX xxxxxxxxxxxxxxxxxxx xxxxxxxxxx: Inside Address xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx Signature Block © Prentice Hall, 2008 xxxxxxx, xxxxxxx The Message Complimentary Close xxxxxxxxx Business Communication Today, 9 e 17
Format for Memos Memo Title Headings XXXXXXXX XX: xxxxxxxx XXXX: xxxxxxxxxx XXXXXXX: xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxx The Message xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx © Prentice Hall, 2008 Business Communication Today, 9 e 18
Proofreading Your Message Grammar and Usage Spelling Errors and Typos Edited Copy © Prentice Hall, 2008 Final Report Punctuation Design Errors Missing Material Overall Format Business Communication Today, 9 e 19
Proofreading Advice ü Make multiple passes ü Use perceptual tricks ü Get some distance ü Stay focused and vigilant ü Review hardcopy documents ü Double-check high-priority items © Prentice Hall, 2008 Business Communication Today, 9 e 20
Distributing the Message Cost Concerns Convenience Time Constraints Security and Privacy © Prentice Hall, 2008 Business Communication Today, 9 e 21
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