Business Communication Lecturer: Gareth Jones Class 4: Editing

Editing Learning Outcomes Indirect and direct messages The importance of the introduction and conclusion The three parts of editing: Editing for Content Editing for Style Editing for Readability Business Communication (BUS-100) 18/11/2018

The writing process We discussed prewriting: Gathering Organising Focusing And the first stage of writing Drafting Business Communication (BUS-100) September 8th 2010

To Begin Communication Strategy: Message Structure September 8th 2010 Business Communication (BUS-100) September 8th 2010

Message Structure Thoughts can be random. Our Message should not be! Business Communication (BUS-100) September 8th 2010

Emphasis Your emphasis is the strongest point of your message. We must learn how to emphasise the important points. Business Communication (BUS-100) September 8th 2010

Emphasis Audience Memory Curve. When is the Audience most interested? Business Communication (BUS-100) September 8th 2010

Emphasis Lesson: Most interested at the beginning and at the end. Business Communication (BUS-100) September 8th 2010

Emphasis Lesson: We must state important points either at the beginning or end (or both!) Business Communication (BUS-100) September 8th 2010

Emphasis Lesson: Don’t bury good ideas in the middle!!! Business Communication (BUS-100) September 8th 2010

Emphasis Direct Approach: main ideas at beginning Indirect: main ideas at end Business Communication (BUS-100) September 8th 2010

Direct Approach I hate my BUS 100 Class It is boring It makes me sleepy Business Communication (BUS-100) September 8th 2010

Direct Approach I need to shower. I am dirty I have a date I have not showered in a week Business Communication (BUS-100) September 8th 2010

Indirect Approach Therefore, I detest my BUS 101 Class BUS 101 is boring It makes me sleepy Therefore, I detest my BUS 101 Class Business Communication (BUS-100) September 8th 2010

Indirect Approach Therefore, I need to shower. I am dirty I have a date I have not showered in a week Therefore, I need to shower. Business Communication (BUS-100) September 8th 2010

What to use? Most times use the direct approach: It makes things easier to understand. It is audience centered Saves time Business Communication (BUS-100) September 8th 2010

What to use? Rarely use the indirect approach. Only if: The message is sensitive The message is negative. Why? Business Communication (BUS-100) September 8th 2010

Cross-cultural communication Which type of communication do you usually use? Why? Business Communication (BUS-100) 18/11/2018

Cross-cultural communication Low-context cultures such as the UK, Germany, France and America usually communicate directly High-context cultures such as China, Arab world and Japan usually communicate indirectly This has ramifications in decision making, problem solving and negotiating- which we will cover in week 5 Business Communication (BUS-100) 18/11/2018

Editing Summary: Most important part of message: Beginning Ending Business Communication (BUS-100) September 8th 2010

Editing In Writing: Introduction – opening Conclusion - closing Business Communication (BUS-100) September 8th 2010

Introduction Page 62 Why is it important? What does it do? Business Communication (BUS-100) September 8th 2010

Introduction Builds reader interest Explains why you are writing Gives a preview of the message/report Business Communication (BUS-100) September 8th 2010

Introduction Build Reader interest: Refer to an existing situation: As you know... As we discussed... As you requested As desired... Business Communication (BUS-100) September 8th 2010

Introduction Build Reader interest: Refer to shared ideas We must improve our standards Our company has to... This company is... We must... Business Communication (BUS-100) September 8th 2010

Introduction Explain your purpose for writing. Answer the question “Why am I writing?” Business Communication (BUS-100) September 8th 2010

Introduction This report shows... I am writing because... This message is to... This will explain Business Communication (BUS-100) September 8th 2010

The reader must know why you are writing! Introduction The reader must know why you are writing! Business Communication (BUS-100) September 8th 2010

Introduction Provides a preview – explains how message is organised Business Communication (BUS-100) September 8th 2010

Introduction Preview: This message covers all new steps in the procedure This message is organised in three sections (1) ...... (2)..... and (3)..... Business Communication (BUS-100) September 8th 2010

Introduction Builds reader interest Explains why you are writing Gives a preview of the message/report Business Communication (BUS-100) September 8th 2010

Conclusion Also called “Closing” Summary then… Feedback – what will I do next? And/or What next? – what should you do? Business Communication (BUS-100) September 8th 2010

Conclusion Feedback: I will call you next week I will see you on Thursday I will email you more info Business Communication (BUS-100) September 8th 2010

Conclusion What next? Please send any questions Please contact me by phone, email etc.. Please respond by January 20 Business Communication (BUS-100) September 8th 2010

Conclusion Goodbye! Include a polite goodbye, to make the reader end with good feelings Business Communication (BUS-100) September 8th 2010

Conclusion Goodbye! I look forward to seeing you I look forward to working for you I look forward to talking to Business Communication (BUS-100) September 8th 2010

Conclusion Never: Introduce a new topic End too quickly Business Communication (BUS-100) September 8th 2010

Editing Think of editing as having 3 parts: For content For readability For style Business Communication (BUS-100) September 8th 2010

Editing Think of editing as having 3 parts: For content For readability For style Business Communication (BUS-100) September 8th 2010

Content Editing follows Drafting in our writing process Print out your draft and begin editing The three steps of editing need not be done in order Business Communication (BUS-100) September 8th 2010

Content To start, review the five communication strategies. Be sure the message is saying what you want it to. We will cover these later in the course Business Communication (BUS-100) September 8th 2010

Content Read the paper: Are the right main points there? Give to a friend Read out loud Business Communication (BUS-100) September 8th 2010

Content Shorten: Remove any unnecessary info. Remember: in Business there is not much time! Business Communication (BUS-100) September 8th 2010

Content – Summary Print a copy Review Communication Strategies Have a friend read it Shorten the paper Business Communication (BUS-100) September 8th 2010

Editing Think of editing as having 3 parts: For content For readability For style Business Communication (BUS-100) September 8th 2010

Readability Business writing needs to be short, clear, and direct Here are a few tips and examples to help you improve you writing and make it more clear Business Communication (BUS-100) September 8th 2010

Readability Avoid ‘wordiness’ Use as few words as you can Say as much as you can with as few words as possible SUCCINCT! Business Communication (BUS-100) September 8th 2010

Readability Bad: Too long He is good in terms of basketball ability and skill Good: short and clear He plays basketball well. Business Communication (BUS-100) September 8th 2010

Readability Avoid long sentences September 8th 2010 Business Communication (BUS-100) September 8th 2010

Readability Bad: confusing structure It doesn’t matter who you are or what you know, because if you want to pass this class you must hand in all of your work on time, take all the tests, and come to each class. Business Communication (BUS-100) September 8th 2010

Readability Good: Split into sentences All students who want to pass this class must come to each class. They must also do all the homework and take all of the tests. Business Communication (BUS-100) September 8th 2010

Readability Use the active voice It is shorter and more clear Put the subject at the beginning of the sentence Business Communication (BUS-100) September 8th 2010

Readability Good paragraphs! (Remember?) Paragraphs should have a topic sentence followed by support sentences Business Communication (BUS-100) September 8th 2010

Readability Topic Sentence: introduces the main point of the paragraph Support (body) sentences: supports the topic sentence Business Communication (BUS-100) September 8th 2010

Readability Good: Topic sentence and support. Today’s lecture is about editing and its different components. First we will focus on content, then on readability. Finally, we will focus on style. All components are equally important in editing. Business Communication (BUS-100) September 8th 2010

Readability Bad: No Topic Sentence. First we will focus on content, then on readability. Finally, we will focus on style. All components are equally important in editing. Business Communication (BUS-100) September 8th 2010

Readability Use transition words: Page 67 & class 1 This will make your writing more interesting Business Communication (BUS-100) September 8th 2010

Readability Summary Avoid wordiness Good Paragraph Structure Use the active voice Use transition words Business Communication (BUS-100) September 8th 2010

Editing Think of editing as having 3 parts: For content For readability For style Business Communication (BUS-100) September 8th 2010

Style Now that you have all the words, we must make the document look good. Business Communication (BUS-100) September 8th 2010

Style “High Skim Value” Pretend someone is skimming your work. Change the layout so they can easily find important points, main ideas, etc. Business Communication (BUS-100) September 8th 2010

Style Headings White Space Font September 8th 2010 Business Communication (BUS-100) September 8th 2010

Headings Headings should be parallel (same form) and make “stand alone sense” This means they should make sense on their own Business Communication (BUS-100) September 8th 2010

Headings Ineffective: does not make stand alone sense Recommendation Business Communication (BUS-100) September 8th 2010

Headings Effective: does make stand alone sense Recommendation: Open a new store location Business Communication (BUS-100) September 8th 2010

Headings Ineffective: not parallel Steps to increase business: Build a new store Getting more customers To sell more products Business Communication (BUS-100) September 8th 2010

Headings Effective: parallel Steps to increase business: Build a new store Get more customers Sell more products Business Communication (BUS-100) September 8th 2010

White Space White space is empty space on the page. It emphasises main ideas It presents ideas more clearly It gives the reader a break Business Communication (BUS-100) September 8th 2010

White Space Vary paragraph length Don’t have one long paragraph, or many small, similar sized ones Have variety! Business Communication (BUS-100) September 8th 2010

White Space Ineffective – one long paragraph If your reader has to get a dictionary to understand your report then you have not used plain English. When writing a report your job is to get your argument across to your reader, not to expand his or her vocabulary. Replace unusual or obscure words with ones that are easier to understand. For example, don't talk about a ‘paradigm shift' unless you really have to, instead tell them about a different approach or change of attitude or process. Also, delete unnecessary words. A crisis is always serious and dangers are always real so you do not need to say ‘serious crisis' or ‘real danger'. Are there trivial crises or imitation dangers? This point of grammar can seriously improve your report writing! Active sentences will usually have a subject-verb-object structure whereas passive ones have an object-verb-subject structure. Clear as mud? Forget the grammar and just look at some examples. Business Communication (BUS-100) September 8th 2010

White Space Ineffective – too many short paragraphs If your reader has to get a dictionary to understand your report then you have not used plain English. When writing a report your job is to get your argument across to your reader, not to expand his or her vocabulary. Replace unusual or obscure words with ones that are easier to understand. For example, don't talk about a ‘paradigm shift' unless you really have to, instead tell them about a different approach or change of attitude or process. Also, delete unnecessary words. A crisis is always serious and dangers are always real so you do not need to say ‘serious crisis' or ‘real danger'. Are there trivial crises or imitation dangers? This point of grammar can seriously improve your report writing! Active sentences will usually have a subject-verb-object structure whereas passive ones have an object-verb-subject structure. Clear as mud? Forget the grammar and just look at some examples. Business Communication (BUS-100) September 8th 2010

White Space Effective – varying lengths If your reader has to get a dictionary to understand your report then you have not used plain English. When writing a report your job is to get your argument across to your reader, not to expand his or her vocabulary. Replace unusual or obscure words with ones that are easier to understand. For example, don't talk about a ‘paradigm shift' unless you really have to, instead tell them about a different approach or change of attitude or process. Also, delete unnecessary words. A crisis is always serious and dangers are always real so you do not need to say ‘serious crisis' or ‘real danger'. Are there trivial crises or imitation dangers? This point of grammar can seriously improve your report writing! Active sentences will usually have a subject-verb-object structure whereas passive ones have an object-verb-subject structure. Clear as mud? Forget the grammar and just look at some examples. Business Communication (BUS-100) September 8th 2010

White Space Effective: split ideas into a list I want to remind you of the following things you must do for me: Finish your homework Prepare your presentations Study for your exam Business Communication (BUS-100) September 8th 2010

White Space Ineffective: paragraph with no structure You have to do your homework before tomorrow. You also have to come and talk to me. Will you study for your exam? You shouldn’t forget to do that either. Business Communication (BUS-100) September 8th 2010

White Space Indenting is important September 8th 2010 Business Communication (BUS-100) September 8th 2010

White Space Be sure your lists look like this And that your lists don’t look like this Business Communication (BUS-100) September 8th 2010

White Space It is better to use “ragged right” margins Don’t use justified margins Business Communication (BUS-100) September 8th 2010

White Space Good: Ragged Right If your reader has to get a dictionary to understand your report then you have not used plain English. When writing a report your job is to get your argument across to your reader, not to expand his or her vocabulary. Replace unusual or obscure words with ones that are easier to understand. For example, don't talk about a ‘paradigm shift' unless you really have to, instead tell them about a different approach or change of attitude or process. Also, delete unnecessary words. A crisis is always serious and dangers are always real so you do not need to say ‘serious crisis' or ‘real danger'. Are there trivial crises or imitation dangers? This point of grammar can seriously improve your report writing! Active sentences will usually have a subject-verb-object structure whereas passive ones have an object-verb-subject structure. Clear as mud? Forget the grammar and just look at some examples. Business Communication (BUS-100) September 8th 2010

White Space Bad: Justified If your reader has to get a dictionary to understand your report then you have not used plain English. When writing a report your job is to get your argument across to your reader, not to expand his or her vocabulary. Replace unusual or obscure words with ones that are easier to understand. For example, don't talk about a ‘paradigm shift' unless you really have to, instead tell them about a different approach or change of attitude or process. Also, delete unnecessary words. A crisis is always serious and dangers are always real so you do not need to say ‘serious crisis' or ‘real danger'. Are there trivial crises or imitation dangers? This point of grammar can seriously improve your report writing! Active sentences will usually have a subject-verb-object structure whereas passive ones have an object-verb-subject structure. Clear as mud? Forget the grammar and just look at some examples. Business Communication (BUS-100) September 8th 2010

Fonts For business writing, use a 12 pt. Font “Times New Roman” is the standard Font Business Communication (BUS-100) September 8th 2010

Fonts You can use other ones but don’t go too crazy.!!! Business Communication (BUS-100) September 8th 2010

Fonts Effective: 12 pt. Normal font If your reader has to get a dictionary to understand your report then you have not used plain English. When writing a report your job is to get your argument across to your reader, not to expand his or her vocabulary. Replace unusual or obscure words with ones that are easier to understand. For example, don't talk about a ‘paradigm shift' unless you really have to, instead tell them about a different approach or change of attitude or process. Also, delete unnecessary words. A crisis is always serious and dangers are always real so you do not need to say ‘serious crisis' or ‘real danger'. Are there trivial crises or imitation dangers? This point of grammar can seriously improve your report writing! Active sentences will usually have a subject-verb-object structure whereas passive ones have an object-verb-subject structure. Clear as mud? Forget the grammar and just look at some examples. Business Communication (BUS-100) September 8th 2010

Fonts Ineffective: 8 pt. Normal font If your reader has to get a dictionary to understand your report then you have not used plain English. When writing a report your job is to get your argument across to your reader, not to expand his or her vocabulary. Replace unusual or obscure words with ones that are easier to understand. For example, don't talk about a ‘paradigm shift' unless you really have to, instead tell them about a different approach or change of attitude or process. Also, delete unnecessary words. A crisis is always serious and dangers are always real so you do not need to say ‘serious crisis' or ‘real danger'. Are there trivial crises or imitation dangers? This point of grammar can seriously improve your report writing! Active sentences will usually have a subject-verb-object structure whereas passive ones have an object-verb-subject structure. Clear as mud? Forget the grammar and just look at some examples. Business Communication (BUS-100) September 8th 2010

Fonts Ineffective: 12 pt. weird font If your reader has to get a dictionary to understand your report then you have not used plain English. When writing a report your job is to get your argument across to your reader, not to expand his or her vocabulary. Replace unusual or obscure words with ones that are easier to understand. For example, don't talk about a ‘paradigm shift' unless you really have to, instead tell them about a different approach or change of attitude or process. Also, delete unnecessary words. A crisis is always serious and dangers are always real so you do not need to say ‘serious crisis' or ‘real danger'. Are there trivial crises or imitation dangers? This point of grammar can seriously improve your report writing! Active sentences will usually have a subject-verb- object structure whereas passive ones have an object-verb-subject structure. Clear as mud? Forget the grammar and just look at some examples. Business Communication (BUS-100) September 8th 2010

Tutorial You will do some exercises on editing Business Communication (BUS-100) 18/11/2018

Tomorrow Weekly review and quiz Any questions from this week get them ready for tomorrow! Business Communication (BUS-100) 18/11/2018