Copyright 2015 Pearson Education Inc publishing as Prentice
Copyright © 2015 Pearson Education, Inc. publishing as Prentice Hall
Chapter 6 Completing Business Messages Copyright © 2015 Pearson Education, Inc. publishing as Prentice Hall Chapter 6 - 2
Learning Objectives 1. Discuss the value of careful revision and describe the tasks involved in evaluating your first drafts and the work of other writers 2. List four techniques you can use to improve the readability of your messages 3. Describe eight steps you can take to improve the clarity of your writing and give four tips on making your writing more concise Copyright © 2015 Pearson Education, Inc. publishing as Prentice Hall Chapter 6 - 3
Learning Objectives 4. List four principles of effective design, and explain the role of major design elements in document readability 5. Explain the importance of proofreading and give eight tips for successful proofreading 6. Discuss the most important issues to consider when distributing your messages Copyright © 2015 Pearson Education, Inc. publishing as Prentice Hall Chapter 6 - 4
Revising Your Message Copyright © 2015 Pearson Education, Inc. publishing as Prentice Hall Chapter 6 - 5
Evaluating Your First Draft Copyright © 2015 Pearson Education, Inc. publishing as Prentice Hall Chapter 6 - 6
Evaluating Your Message Copyright © 2015 Pearson Education, Inc. publishing as Prentice Hall Chapter 6 - 7
Evaluating, Editing, and Revising the Work of Others Help the Writer Succeed Understand the Writer’s Intent Copyright © 2015 Pearson Education, Inc. publishing as Prentice Hall Chapter 6 - 8
Revising to Improve Readability • • Vary sentence length Keep paragraphs short Use lists to clarify and emphasize Add headings and subheadings Copyright © 2015 Pearson Education, Inc. publishing as Prentice Hall Chapter 6 - 9
Varying Your Sentence Length Short (up to 15 words) Medium (15– 25 words) Long (over 25 words) Copyright © 2015 Pearson Education, Inc. publishing as Prentice Hall Chapter 6 - 10
Keeping Your Paragraphs Short Copyright © 2015 Pearson Education, Inc. publishing as Prentice Hall Chapter 6 - 11
Using Lists to Clarify and Emphasize • Show sequence of ideas • Heighten visual impact • Emphasize key points • Simplify complex subjects • Provide visual breaks • Expedite skimming process Copyright © 2015 Pearson Education, Inc. publishing as Prentice Hall Chapter 6 - 12
Adding Headings and Subheadings Descriptive Headings Informative Headings Organization Attention Connection Copyright © 2015 Pearson Education, Inc. publishing as Prentice Hall Chapter 6 - 13
Editing for Clarity • • Long Sentences • Long Noun Sequences Hedging Sentences • Camouflaged Faulty Parallelism Verbs Dangling Modifiers • Sentence Structure • Awkward References Copyright © 2015 Pearson Education, Inc. publishing as Prentice Hall Chapter 6 - 14
Revising for Clarity Issues to Review Ineffective Effective Overly Long Sentences Taking compound sentences too far The magazine will be published January 1, and I’d better meet the deadline if I want my article included because we want the article to appear before the trade show. The magazine will be published January 1. I’d better meet the deadline because we want the article to appear before the trade show. Dangling Modifiers Placing modifiers close to the wrong nouns and verbs Walking to the office, a red sports car passed her. [suggests that the car was walking to the office] A red sports car passed her while she was walking to the office. Copyright © 2015 Pearson Education, Inc. publishing as Prentice Hall Chapter 6 - 15
Editing for Conciseness • Delete unnecessary words and phrases • Shorten long words and phrases • Eliminate redundancies • Recast “It is/There are” starters Copyright © 2015 Pearson Education, Inc. publishing as Prentice Hall Chapter 6 - 16
Revising for Conciseness Issues to Review Ineffective Effective Unnecessary Words and Phrases Using Wordy Phrases • for the sum of • in the event that • prior to the start of • for • if • before Redundancies Repeating Meanings • absolutely complete • basic fundamentals • follows after • free and clear • complete • fundamentals • follows • free Copyright © 2015 Pearson Education, Inc. publishing as Prentice Hall Chapter 6 - 17
Using Technology to Revise Your Message Copyright © 2015 Pearson Education, Inc. publishing as Prentice Hall Chapter 6 - 18
Comments Attached to a PDF File Reviewers can use a variety of tools to modify text, insert comments, record audio commentary, and “rubber stamp” documents. All the comments, corrections, and other markups are listed in order and can be filtered by reviewer. Copyright © 2015 Pearson Education, Inc. publishing as Prentice Hall Chapter 6 - 19
Producing the Message Production Quality Effectiveness Professionalism Importance Copyright © 2015 Pearson Education, Inc. publishing as Prentice Hall Chapter 6 - 20
Designing for Readability Copyright © 2015 Pearson Education, Inc. publishing as Prentice Hall Chapter 6 - 21
Design Techniques Copyright © 2015 Pearson Education, Inc. publishing as Prentice Hall Chapter 6 - 22
Designing Multimedia Documents Copyright © 2015 Pearson Education, Inc. publishing as Prentice Hall Chapter 6 - 23
Multimedia Tools The window at the left shows all the stored audio and video elements available for use. The window at the right previews the video or screencast, frame by frame. Copyright © 2015 Pearson Education, Inc. publishing as Prentice Hall Chapter 6 - 24
Using Technology to Produce Your Message • Templates and style sheets • Page setup features • Column and paragraph formatting • Numbered and bulleted lists • Information in tables • Images, text boxes, and objects Copyright © 2015 Pearson Education, Inc. publishing as Prentice Hall Chapter 6 - 25
Formatting Formal Letters Copyright © 2015 Pearson Education, Inc. publishing as Prentice Hall Chapter 6 - 26
Formatting Formal Memos Copyright © 2015 Pearson Education, Inc. publishing as Prentice Hall Chapter 6 - 27
Proofreading Your Message Create a Checklist to Check For: – Writing Errors – Design Flaws – Layout Problems Review Production Issues Such As: – Misspelled Words – Punctuation Errors – Inconsistent Fonts – Problems with Page Numbers Copyright © 2015 Pearson Education, Inc. publishing as Prentice Hall Chapter 6 - 28
Distributing Your Message Copyright © 2015 Pearson Education, Inc. publishing as Prentice Hall Chapter 6 - 29
Summary of Objectives Copyright © 2015 Pearson Education, Inc. publishing as Prentice Hall Chapter 6 - 30
Copyright © 2015 Pearson Education, Inc. publishing as Prentice Hall Chapter 6 - 31
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