New Perspectives on Communicating in Business with Technology Tutorial 1 1 Writing Clearly and Effectively in Business

2 New Perspectives on Communicating in Business with Technology Tutorial 1 Business Communication Process  The reader must receive a document  The reader must read the document  The reader must understand the document  The reader needs to act  All four activities are required  ACTION is essential

3 New Perspectives on Communicating in Business with Technology Tutorial 1 DocumentExpected Reader Actions Sales letter describes a new tour to Africa Purchase the tour Letter requesting a recommendation Provide the recommendation Proposal to purchase a new computer Approve the proposal Letter asking for a jobGrant an interview or give the writer a job

4 New Perspectives on Communicating in Business with Technology Tutorial 1 Developing Clarity Select precise words Use the active voice Use everyday vocabulary Eliminate wordiness

5 New Perspectives on Communicating in Business with Technology Tutorial 1 Developing Clarity Choose words that communicate message clearly and precisely Vague SentencePrecise Sentence Your order will be filled soon. Your order for 200 garden gnomes will be filled by March 18. We are meeting later about investments The Finance Department will meet at 4 p.m. on April 3 to analyze the 2008 investments.

6 New Perspectives on Communicating in Business with Technology Tutorial 1 Developing Clarity Use the active voice:  Summit Books purchased the packing materials Summit Books is the subject Purchased is the verb Subject + Verb order = Active Voice Avoid the passive voice:  The materials were purchased by Summit Books Verb + Subject order = Active Voice

7 New Perspectives on Communicating in Business with Technology Tutorial 1 Developing Clarity Use everyday vocabulary Stock PhraseEveryday Alternative In the event thatIf In order toTo Please do not hesitate to call mePlease call me I’d like to take this opportunity say thank you. Thank you.

8 New Perspectives on Communicating in Business with Technology Tutorial 1 Developing Clarity Eliminate wordiness WordyTo the Point Your application, which we received with great pleasure the preceding week, will definitely be reviewed by us, probably within the next 10 days, or possibly sooner. We will review your application by May 3. The meeting of the Sales Department will be held on May 3 to address a wide variety of issues that are all, to varying degrees, related to our participation in the upcoming trade show. On May 3, the Sales Department will meet to discuss the upcoming trade show.

9 New Perspectives on Communicating in Business with Technology Tutorial 1 Identifying Formatting Requirements Ensure all text is visible, easy to read Select a clear, reader-friendly layout Organize content to maximum readability

10 New Perspectives on Communicating in Business with Technology Tutorial 1 Identifying Formatting Requirements Choose a serif font for regular text  Times New Roman, Bodoni MT, Garamond Choose 12-point for regular text Do not use fancy fonts  Blackadder ITC, Gigi, Quickley Wiggly Choose a sans serif font for headings  Arial, Century Gothic, Tahoma

11 New Perspectives on Communicating in Business with Technology Tutorial 1 Identifying Formatting Requirements Text without headings is difficult to read The same text organized under headings is easy to read and understand

12 New Perspectives on Communicating in Business with Technology Tutorial 1 Identifying Reader Needs Use the 5W’s to identify reader needs  Who?  What?  Where?  When?  Why?  How?

13 New Perspectives on Communicating in Business with Technology Tutorial 1 Identifying Reader Needs Use a reader-centered vocabulary Use “you” and “your” instead of “I” and “we” Writer Centered Reader Centered

14 New Perspectives on Communicating in Business with Technology Tutorial 1 Use a Positive Tone Choose positive words Identify positive actions Avoid criticism Eliminate negative words  Regret, Wrong, Sorry, Rejected, etc.

15 New Perspectives on Communicating in Business with Technology Tutorial 1 Develop Editing Skills Use correct grammar  Avoid “it” and “there” at the beginning of sentences  Use action verbs, not linking verbs  Use active voice, not passive voice  Reduce sentence length

16 New Perspectives on Communicating in Business with Technology Tutorial 1 Develop Editing Skills Use commas correctly:  Use a comma after an introductory phrase If you have any questions, please call me.  Use a comma to set off an interjected phrase Martin, our new sales manager, hired three sales associates.

17 New Perspectives on Communicating in Business with Technology Tutorial 1 Develop Editing Skills Use commas correctly:  Use a comma to separate items in a list We bought pencils, pens, staplers, and rulers.  Use a comma between adjectives (when “and” can be used instead) The exciting, new product thrilled us.

18 New Perspectives on Communicating in Business with Technology Tutorial 1 Develop Editing Skills Use semi-colons correctly:  Use a semicolon between two independent clauses The Sales Department developed a marketing plan; the president accepted it.  Use a semicolon before a conjunctive adverb (however, therefore, consequently, etc.) All of the sales representatives exceeded their quotas; consequently, they all received raises.

19 New Perspectives on Communicating in Business with Technology Tutorial 1 Develop Editing Skills Use colons to introduce a list  We have developed marketing plans for the following products: Digital cameras Scanners Printers Laptops

20 New Perspectives on Communicating in Business with Technology Tutorial 1 Evaluate Document Readability Use Word to calculate the readability of a document  Count the number of words  Calculate the average number of words per sentence  Identify the percentage of passive sentences  Identify the Flesch-Kincaid grade level needed for understanding

21 New Perspectives on Communicating in Business with Technology Tutorial 1 Evaluate Document Readability In the Spelling and Grammar dialog box, select the Show Readability statistics check box A good business document includes:  Less than 20% passive sentences  Flesch Reading Ease between 60 and 70  Flesch-Kincaid Grade level between Grade 7 and 9

22 New Perspectives on Communicating in Business with Technology Tutorial 1 Track Changes Use the Word Reviewing toolbar to show changes, accept and reject changes, and add comments to a document