Essentials of Business Communication, Second Edition Ch. 3–1

Essentials of Business Communication, Second Edition Ch. 3–2 Formal Research Methods for Gathering Information Search manually (books, magazines, journals). Access electronically (Internet, databases, compact discs). Go to the source (interviews, surveys, questionnaires, focus groups). Conduct scientific experiments (measure variables using control groups).

Essentials of Business Communication, Second Edition Ch. 3–3 Informal Research Methods for Gathering Information Look in the files. Talk with your boss. Interview the target audience. Conduct an informal survey. Brainstorm for ideas.

Essentials of Business Communication, Second Edition Ch. 3–4 Organizing Data with an Outline (1) Title I. First major component A. First subpoint 1. Detail, illustration, evidence 2. Detail, illustration, evidence B. Second subpoint 1. Detail, illustration, evidence 2. Detail, illustration, evidence

Essentials of Business Communication, Second Edition Ch. 3–5 Organizing Data with an Outline (2) II. Second major component A. First subpoint 1. Detail, illustration, evidence 2. Detail, illustration, evidence B. Second subpoint 1. Detail, illustration, evidence 2. Detail, illustration, evidence

Essentials of Business Communication, Second Edition Ch. 3–6 Organizing Data with an Outline (3) Tips: Define main topic in the title. Divide the topic into main points, preferably three to five. Break the components into subpoints. Don’t put a single item under a major component if you have only one subpoint; integrate it with the main item above it or reorganize.

Essentials of Business Communication, Second Edition Ch. 3–7 Organizing Data with an Outline (4) Tips: Strive to make each component exclusive (no overlapping). Use details, illustrations, and evidence to support subpoints.

Essentials of Business Communication, Second Edition Ch. 3–8 Organizing Business Messages (1) Direct Pattern Main idea comes first followed by details, explanations, or evidence Indirect Pattern Explanation and evidence precede main idea

Essentials of Business Communication, Second Edition Ch. 3–9 Organizing Business Messages : An Example Indirect Opening: Perusahaan kami telah menaruh perhatian pada perekrutan calon karyawan yang mempunyai kualifikasi lebih baik. Untuk alasan itu, Dewan Manajemen telah mengumpulkan informasi mengenai program magang untuk mahasiswa. Setelah penyelidikan yang memadai, kami memutuskan memulai sebuah program percobaan yang dimulai musim gugur nanti. Direct Opening: Dewan Manajemen telah memutuskan untuk memulai sebuah program percobaan magang musim gugur nanti.

Essentials of Business Communication, Second Edition Ch. 3–10 Organizing Business Messages (2) Direct Pattern Advantages: Saves the reader’s time Sets a proper frame of mind Prevents frustration Indirect Pattern Advantages: Respects the feelings of the audience Encourages a fair hearing Minimizes a negative reaction

Essentials of Business Communication, Second Edition Ch. 3–11 Organizing Business Messages (3) Direct Pattern Useful when: Receiver is receptive Receiver is not likely to disagree with what you have to say Message is routine Indirect Pattern Useful when: Receiver may be upset Receiver may be hostile Receiver must be persuaded or educated Message is sensitive

Essentials of Business Communication, Second Edition Ch. 3–12 Effective Sentences (1) Complete sentences have subjects and verbs and make sense (are capable of standing alone). Example: Subject Verb Employees send many messages.

Essentials of Business Communication, Second Edition Ch. 3–13 Effective Sentences (2) Clauses also have subjects and verbs. Independent clauses can stand alone; dependent clauses rely on independent clauses for their meaning. Example: Dependent Clause Independent Clause When you speak, you reveal yourself.

Essentials of Business Communication, Second Edition Ch. 3–14 Effective Sentences (3) Avoid sentence fragments: a broken-off part of a sentence Fragment Even though the pay was low. Many candidates applied. Revision: Even though the pay was low, many candidates applied.

Essentials of Business Communication, Second Edition Ch. 3–15 Effective Sentences (4) Avoid run-on (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.

Essentials of Business Communication, Second Edition Ch. 3–16 Effective Sentences (5) Avoid comma-splice sentences. Comma Splice Many were qualified, Jeff was hired. Revisions: Many were qualified. Jeff was hired. Many were qualified; Jeff was hired. Many were qualified; however, Jeff was hired. Many were qualified, but Jeff was hired.

Essentials of Business Communication, Second Edition Ch. 3–17 Effective Sentences (6) Avoid long sentences. Sentences of 20 or fewer words have the most impact Sentence LengthComprehension Rate 8 words100% 15 words90% 19 words80% 28 words50%

Essentials of Business Communication, Second Edition Ch. 3–18 Try Your Skill Revise the following to avoid fragments, run-on sentences, or comma-splices. You can create a Web-based job portfolio it will impress potential employers.

Essentials of Business Communication, Second Edition Ch. 3–19 Try Your Skill Revise the following to avoid fragments, run-on sentences, or comma-splices. Send a scannable résumé. When you apply for a job.

Essentials of Business Communication, Second Edition Ch. 3–20 Try Your Skill Revise the following to avoid fragments, run-on sentences, or comma-splices. Although technical skills are important. Communication skills are also in great demand.

Essentials of Business Communication, Second Edition Ch. 3–21 Try Your Skill Revise the following to avoid fragments, run-on sentences, or comma-splices. College used to be for young people, however many older students now seek degrees.

Essentials of Business Communication, Second Edition Ch. 3–22 Emphasis Through Mechanics (1) Underlining: Underlining draws the eye to a word. Which of these methods do you prefer? Italics and Boldface: Using italics or boldface can convey special meaning and provide emphasis. The use of boldface and italics captures the reader’s attention.

Essentials of Business Communication, Second Edition Ch. 3–23 Emphasis Through Mechanics (2) Font change: Changing from a large font to a small font or to a different font adds interest and emphasis. All Caps: Printing words in ALL CAPS is like shouting them. Notice how EXPENSE-FREE stands out.

Essentials of Business Communication, Second Edition Ch. 3–24 Emphasis Through Mechanics (3) Dashes: Dashes–if used sparingly–can be effective in capturing attention. Other methods–including dashes–may be used.

Essentials of Business Communication, Second Edition Ch. 3–25 Emphasis Through Mechanics (4) Tabulation: Listing items vertically makes them stand out: 1. First item 2. Second item 3. Third item

Essentials of Business Communication, Second Edition Ch. 3–26 Emphasis Through Mechanics (5) Other means of achieving mechanical emphasis include the following: use of white space, color, lines, boxes, columns, titles, headings, and subheadings. Which of the above techniques are appropriate in business letters? Memos? messages? Reports?

Essentials of Business Communication, Second Edition Ch. 3–27 Emphasis and Deemphasis Through Style (1) To emphasize an idea: Use a vivid expression, such as Avon uses face-to- face selling techniques rather than One business uses personal selling techniques. Label the idea with expressions such as more importantly, the principal reason, or the best alternative.

Essentials of Business Communication, Second Edition Ch. 3–28 Emphasis and Deemphasis Through Style (2) To emphasize an idea: Put the important idea first or last in the sentence: how the concept of productivity is emphasized. Emphatic: Productivity is more likely to be increased when profit-sharing plans are linked to individual performance rather than to group performance. Unemphatic: Profit-sharing plans are more effective in increasing productivity when they are linked to individual performance rather than to group performance

Essentials of Business Communication, Second Edition Ch. 3–29 Emphasis and Deemphasis Through Style (3) To emphasize an idea: Put the important idea in a simple sentence or in an independent clause Emphatic: You are the first trainee that we have hired for this program (The use of a simple sentence for emphasis) Emphatic : Although we considered many candidates, you are the first trainee that we’ve hired for this program (Independent clause contains main idea) Unemphatic : Although you are the first trainee that we’ve hired for this program, we had many candidates and expect to expand the program in the future (Main idea is lost in a dependent clause)

Essentials of Business Communication, Second Edition Ch. 3–30 Emphasis and Deemphasis Through Style (4) To deemphasize 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. Example: Although items cannot be returned for cash, you will receive store credit for any returned purchases.

Essentials of Business Communication, Second Edition Ch. 3–31 Active- and Passive-Voice Verbs (1) Active-voice verbs show the subject performing the action. Examples: 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)

Essentials of Business Communication, Second Edition Ch. 3–32 Active- and Passive-Voice Verbs (2) In passive-voice sentences, the subject is being acted upon. Passive-voice verbs require helper verbs. Examples: 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)

Essentials of Business Communication, Second Edition Ch. 3–33 Active- and Passive-Voice Verbs (3) 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 (Specialists were hired; Laura was honored). Use the passive voice to break bad news (Although your lease cannot be renewed, we can offer... ).

Essentials of Business Communication, Second Edition Ch. 3–34 Try Your Skill Convert the following sentence to active voice. You may have to add a subject. Our membership meeting was postponed by the president.

Essentials of Business Communication, Second Edition Ch. 3–35 Try Your Skill Convert the following sentence to active voice. You may have to add a subject. The résumés of job candidates are sorted quickly by the software program Resumix.

Essentials of Business Communication, Second Edition Ch. 3–36 Try Your Skill Convert the following sentence to active voice. You may have to add a subject. Computer paper was ordered yesterday.

Essentials of Business Communication, Second Edition Ch. 3–37 Try Your Skill Convert the following sentence to passive voice. We must delay shipment of your merchandise because of heavy demand.

Essentials of Business Communication, Second Edition Ch. 3–38 Try Your Skill Convert the following sentence to passive voice. The technician could not install the computer program.

Essentials of Business Communication, Second Edition Ch. 3–39 Developing Parallelism (1) Parallel expression results from balanced construction. Match nouns with nouns, verbs with verbs, phrases with phrases, and clauses with clauses.

Essentials of Business Communication, Second Edition Ch. 3–40 Developing Parallelism (2) Poor: The process of writing involves organizing, composing, and revision. Parallel: The process of writing involves organizing, composing, and revising. (Matching endings of verbals)

Essentials of Business Communication, Second Edition Ch. 3–41 Developing Parallelism (3) Poor: We are very concerned with the quality of raw materials, where they are located, and how much it costs to transport them. Parallel: We are very concerned with the quality, location, and transpor- tation costs of raw materials. (Matching nouns)

Essentials of Business Communication, Second Edition Ch. 3–42 Developing Parallelism (4) Poor: Serena takes the telephone orders, Matt locates the items in the warehouse, and the items are sent by Yolanda. Parallel: Serena takes the telephone orders, Matt locates the items in the warehouse, and Yolanda sends the items. (Matching voices of verbs)

Essentials of Business Communication, Second Edition Ch. 3–43 Try Your Skill How could parallelism be improved in the following sentence? Our knowledge management system focuses on the collecting, storage, and sharing of best practices.

Essentials of Business Communication, Second Edition Ch. 3–44 Try Your Skill 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.

Essentials of Business Communication, Second Edition Ch. 3–45 Unity Unified sentences contain thoughts that are related to only one main idea. Lacks unity: Our insurance plan is available in all the states and provinces, and you may name anyone as a beneficiary for your coverage. Revision: Our insurance plan is available in all the states and provinces. What’s more, you may name anyone as a beneficiary for your coverage.

Essentials of Business Communication, Second Edition Ch. 3–46 Zigzag Writing Zigzag writing are sentences that twist or turn unexpectedly away from the main thought. Zigzag: I appreciate the time you spent with me last week, and I have purchased a computer and software that generate graphics. Revision: I appreciate the time you spent with me last week. As a result of your advice, I have purchased a computer and software that generate graphics.

Essentials of Business Communication, Second Edition Ch. 3–47 Mixed Constructions Two different grammatical constructions destroy sentence unity and meaning. Mixed construction: When the stock market index rose five points was our signal to sell. Revision: When the stock market index rose five points, we were prepared to sell.

Essentials of Business Communication, Second Edition Ch. 3–48 Dangling and Misplaced Modifiers (1) 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.

Essentials of Business Communication, Second Edition Ch. 3–49 Dangling and Misplaced Modifiers (2) Poor: After considering the problem carefully, new procedures were suggested by management. Revised: After considering the problem carefully, management suggested new procedures.

Essentials of Business Communication, Second Edition Ch. 3–50 Dangling and Misplaced Modifiers (3) Poor: Any student has full online privileges who is enrolled in the college. Revised: Any student who is enrolled in the college has full online privileges.

Essentials of Business Communication, Second Edition Ch. 3–51 Dangling and Misplaced Modifiers (4) Poor: It’s hard to understand why employees would not go to our technical support staff with software problems. Revised: It’s hard to understand why employees with software problems would not go to our technical support staff.

Essentials of Business Communication, Second Edition Ch. 3–52 Dangling and Misplaced Modifiers (5) Poor: Using a search engine, the Web site was finally located. Revised: Using a search engine, we finally located the Web site.

Essentials of Business Communication, Second Edition Ch. 3–53 Try Your Skill Revise the following sentence to correct any misplaced modifiers. Retain the introductory phrase. To be hired, two years of experience is required.

Essentials of Business Communication, Second Edition Ch. 3–54 Try Your Skill Revise the following sentence to correct any misplaced modifiers. Retain the introductory phrase. Dipped in butter, you can really enjoy a fine lobster.

Essentials of Business Communication, Second Edition Ch. 3–55 Try Your Skill Revise the following sentence to correct any misplaced modifiers. She died in the house in which she was born at the age of 88.

Essentials of Business Communication, Second Edition Ch. 3–56 Three Ways to Create Paragraph Coherence (1) To help guide the audience from one thought to another, develop coherence by using one of these devices: 1. Repetition of key ideas or key words. Next month we plan to launch a promotion for our new Web site. The promotion will involve newspaper and TV campaigns.

Essentials of Business Communication, Second Edition Ch. 3–57 Three Ways to Achieve Paragraph Coherence (2) 2. Use of pronouns. Considerable interest is now being shown in our extended certificates of deposit. They are more profitable when left on deposit for long periods of time.

Essentials of Business Communication, Second Edition Ch. 3–58 Three Ways to Achieve Paragraph Coherence (3) 3. Use of transitional expressions. Time Association before, after first, second meanwhile next until when, whenever Contrast although but however instead nevertheless on the other hand Illustration in this way for example

Essentials of Business Communication, Second Edition Ch. 3–59 Three Ways to Achieve Paragraph Coherence (4) 3. Use an appropriate transitional expression. Cause–Effect consequently for this reason hence therefore Additional Idea furthermore in addition likewise moreover similarly

Essentials of Business Communication, Second Edition Ch. 3–60 Paragraph Length Paragraphs with eight or fewer printed lines look inviting and readable.

Essentials of Business Communication, Second Edition Ch. 3–61 Composing the First Draft Complete all necessary research. Find a quiet place to concentrate and work. Prohibit calls, visitors, and interruptions. Organize information using an outline. Decide whether to sprint write (get your thoughts down quickly and revise later) or revise as you go. Imagine you are talking to a reader or listener.

Essentials of Business Communication, Second Edition Ch. 3–62 End