Organizing & Writing Business Messages Business Communication Process & Product By Mery Ellen Guffey

Learning Objectives Formal & informal methods of researching data & generating ideas. Organize data into lists & alphanumeric or decimal outline. Direct & indirect patterns for organizing ideas. Composing the first draft of a message & techniques for creating effective sentences. Define a paragraph, classic paragraph plans & techniques for composing meaningful paragraph.

Researching Data The process of collecting the relevant information before writing a message is known as “Research”

Research Methods

Formal Search Methods Search Manually Libraries, reference books, encyclopedia, etc.

Formal Search Methods 2. Access Electronically Internet, Databases, Compact Discs, etc.

Formal Search Methods 3. Investigate Primary Sources Develop firsthand information from the source by organizing focus groups or putting questionnaire.

Formal Search Methods Experiment Scientifically Present choices with controlled variables instead of asking for target audience’s opinion.

Informal Search Methods Look in the Files Before asking others for help, see what you can find yourself.

Informal Search Methods Talk with your Boss Get information from the individual making the assignment.

Informal Search Methods Interview the Target Audience Consider taking with individuals at whom the message is aimed.

Informal Search Methods Conduct an informal Survey Gather helpful information via questionnaires or telephone surveys.

Informal Search Methods Brainstorm for Ideas Discuss ideas for the writing tasks at hand, and record at least a dozen ideas without judging them.

Informal Search Methods 6. Develop a Cluster Diagram To help you generate and organize ideas.

Organizing Concept The Primary purpose of Organizing are. Grouping. Patterning. Organizing Ideas: Writers of well organized messages group similar ideas together so that the readers can see relationships and follow arguments.

Organizing Techniques Approach varies with project nature and type. Listing For Simple Massages Outlining For Complex Massages

4 Organizing Ideas Into Patterns Advantages Direct Pattern Receptive Audience Advantages Save reader’s time. Set proper frame of mind. Prevents frustration.

4 Organizing Ideas Into Patterns Advantages Indirect Pattern Unreceptive Audience Advantages Respects the feelings of the audience Ensures a fair hearing Minimizes the negative reaction

But the question is that Composing Message Writers suggest that when composing the first draft, write quickly and save time for revision. But the question is that How can we create effective sentences ?

Avoiding dangling & misplace modifiers. Emphasizing important ideas. Techniques for writing an effective Sentences Using short sentences. Avoiding dangling & misplace modifiers. Emphasizing important ideas. Using the active voice. Using the passive voice selectively .

Example of Dangling & Misplaced Modifier Dangling Modifier: To win the lottery, a ticket must be purchased. Improved: To win the lottery, you must purchase a ticket. Misplaced Modifier: Seeing his error too late, the envelope was immediately resealed by Mark. Improved: Seeing his error too late, Mark immediately resealed the envelope .

Using transitional expressions to build coherence Drafting Effective Paragraphs Discussing one topic Effective Para focus on one topic Using transitional expressions to build coherence Additionally, for example, accordingly, furthermore, etc Composing short paragraphs Fewer than 8 lines.

Organizing sentences into paragraphs Drafting Effective Paragraphs Organizing sentences into paragraphs Main Sentence Supporting Sentence Limiting Sentence

Using the direct paragraph plan. Using the pivoting paragraph plan. Drafting Effective Paragraphs Using the direct paragraph plan. Using the pivoting paragraph plan. Using the indirect paragraph plan. Linking ideas to build coherence: Sustaining the key ideas Using pronouns Dovetailing sentences

Conclusion This chapter is all about researching the data in formal & informal way, organizing the data into patterns and prepare an effective business messages by focusing on the techniques by following, a good writer can draft an effective business messages.

Thank You