Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Completing Business Messages
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Learning Objectives Discuss the value of careful revision and list the main tasks involved in completing a business message List four writing techniques for improving the readability of your messages Discuss how you can improve the clarity and conciseness of your writing
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Learning Objectives Explain how design elements help determine the effectiveness of your documents List eight tips for improving message quality through careful proofreading Discuss the most important issues to consider when distributing your message
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Beyond the First Draft Content Readability Clarity Conciseness
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter The Three-Step Process WritingCompletingPlanning Analyze Situation Gather Information Select Medium Get Organized Revise Produce Message Proofread Message Distribute Message Adapt to the Audience Compose the Message
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Revising the Message Type of message and choice of media –Content –Clarity –Conciseness –Readability
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Evaluate the Message Content Organization Style and tone
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Review for Readability Flesch-Kincaid Grade Level Score Flesch Reading Ease Score
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Increasing “Skim” Value Sentences Paragraphs Listed items Headings
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Vary Sentence Length Create interest Promote readability Emphasize points Enliven your writing Appeal to readers
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Keep Paragraphs Short Break up thoughts Boost readability Emphasize ideas
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Use Lists and Bullets Show sequence of ideas Heighten visual impact Emphasize key points Simplify complex subjects Provide visual breaks Expedite skimming process
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Headings and Subheadings Descriptive or informative –Organization –Attention –Connection
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Editing for Clarity Break up overly long sentences Rewrite hedging sentences Impose parallelism Correct dangling modifiers
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Editing for Clarity Reword long noun sequences Replace camouflaged verbs Clarify sentence structure Clarify awkward references
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Editing for Conciseness Delete unnecessary words and phrases Shorten long words and phrases Eliminate redundancies Recast “It is/There are” starters
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Evaluate, Edit, and Revise the Work of Others Help the writer succeed Understand the writer’s intent
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Revising with Technology Cut and paste Revision marks Spell checker Thesaurus Search/replace Commenting Grammar check Style checker
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Producing the Message Production quality –Effectiveness –Professionalism –Importance
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Design for Readability Consistency Balance Restraint Detail
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Design Techniques White space Margins Justification Typefaces Type styles
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Multimedia Documents Level of skills Tools Time and cost Content Message structure Compatibility
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Production Technology Templates and style sheets Page setup features Column and paragraph formatting Numbered and bulleted lists Information in tables Photos, images, textboxes, and objects
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Format for Business Letters Letterhead stationery Date Inside address Salutation The message Complimentary close Signature block
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Format for Memos Memo title Headings The message
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Proofread the Message Writing errors Design flaws Layout problems Production issues
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Proofreading Advice Make Multiple PassesUse Perceptual Tricks Focus on High PrioritiesMaintain Your Distance Practice VigilanceRemain Focused Work With PrintoutsTake Your Time
Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Distributing Messages Cost concerns Convenience Time constraints Security and privacy