Communications for Business Lecture 3: Writing Business Messages II NCC Education - Title Master

Learning Objectives Use the three-step writing process Review the content for readability Edit and proofread the content for clarity and readability Use good practice in e-mail production

Introduction In the last lecture we looked at preparing for business messages In this lecture we will consider drafting, editing and sending the message …

The Three-Step Writing Process Plan Write Complete Analyse the situation Adapt to your audience Revise the message Gather information Establish your credibility Produce the message Select the right medium Control your style Proofread the message Organise the information Compose the message Distribute the message

Revising the Message Evaluating your content, style and tone Reviewing for readability Editing for clarity and conciseness Using technology to revise your message

Evaluating Your Content, Style and Tone – 1 Is the information accurate? Is the information relevant to your audience? Is there enough information to satisfy your readers’ needs? Is there a balance between general and specific?

Evaluating Your Content, Style and Tone – 2 Are all the points in a logical order? Are the most important ideas in prominent positions? Are any points repeated unnecessarily? Are details grouped together logically?

Reviewing for Readability – 1 Vary sentence length Use a mix of sentences, from 15 words to more than 25 words Too many short sentences can make writing choppy

Reviewing for Readability – 2 Keep paragraphs short Short paragraphs of 100 words or fewer are easier to read Help the audience to read more carefully

Using Lists and Bullet Points Can help to clarify and emphasise Bullet points are usually preferred to numbers Should have a blank line before and after the list A list can be preceded by an introductory sentence followed by a colon

Editing for Clarity Break up overly long sentences Delete unnecessary words and phrases Shorten long words and phrases Eliminate redundancies – where different words say the same thing

Using Technology to Revise the Message Cut and paste Search and replace Commenting Spell checker Thesaurus

Designing for Readability An effective design requires: Consistency – margins, typeface Balance Restraint and simplicity Detail Use of ‘white space’

Use of Typefaces Times Roman Bookman Old Style Courier Rockwell Arial Serif Typefaces (best for text) Sans Serif Typefaces (best for headlines) Speciality Typefaces (decorative purposes only) Times Roman Bookman Old Style Courier Rockwell Arial Eras Bold Gill Sans Verdana Franklin Gothic Blackadder ITC Script MT Bold Bodoni MT Condense Castellar Forte

Formatting Formal Letters Elements of a letter: Pre-printed letterhead stationery Date Address of person receiving the letter Salutation Complimentary close Signature block

Class Activity Work in groups of about 5 Why is it important to review a business message before it is sent? 10 minutes Feedback to the class 5 minutes

A Typical Business Letter

Proofreading the Message Look for writing errors Look for missing elements Look for design and formatting mistakes Make multiple passes Double-check high priority items Take your time…

Distributing the Message Consider: Cost Convenience Time Security and privacy

Creating Effective Email Messages Key stages are no different to other messages… Planning Writing Completing

Email Etiquette Tip Importance Remember messages can be forwarded anywhere Can damage your career if wrong person receives it Adjust the level of formality to the audience Can appear to be disrespectful Pay attention to grammar and spelling Can make you look unprofessional Make it clear when action is required Your message may be ignored Do not type in all caps INTERPRETED AS SHOUTING

Write Effective Subject Lines Ineffective June Sales Results Status Report Holidays Effective Great Sales in June! Project Behind Schedule Extra Leave Agreed! Need to grab the recipient’s attention

Keep Emotions Under Control Avoid ‘flaming’ (insulting, insensitive or critical message) Can damage reputation and relationships Remember – the message can be forwarded and stored…forever

Completing the Email Message Adopt a clean and easy-to-read font Include a ‘signature’ Include all required addressees Don’t “cc” or “bcc” anyone who does not really need to see the message Don’t set message priority as high or urgent unless it truly is

Class Activity Work in groups of about 5 Why is it important to observe etiquette when writing and sending an email? 10 minutes Feedback to the class 5 minutes

Conclusions Having written a business message it is important to review it for tone and style Remember to edit it for clarity; take account of good design guidelines for readability and proofread prior to distribution The same principles apply to the creation of e-mail messages

References Payne & Whittaker “Developing Essential Study Skills”, 2nd Edition, FT Prentice Hall, ISBN: 978-1405840873 Cottrell “The Study Skills Handbook”, 3rd Edition, Pallgrave Macmillan, ISBN: 978-0230573055 Price & Maier “Effective Study Skills: Essential Skills for Academic and Career Success”, Prentice Hall, ISBN: 978-1405840736 Cameron “The Business Students Handbook: Skills for Study and Employment”, 5th Edition, FT Prentice Hall, ISBN: 978-0273730712

Lecture 3 – Writing Business Messages II Any Questions? NCC Education - End Slide Master