Chapter 6 The Writing Process Business Communication Chapter 6 The Writing Process Copyright 2010 South-Western Cengage Learning

6.1 Planning and organizing messages SWBAT: Plan messages by identifying the objective, main idea, and supporting details Adjust messages for the planned audience Organize messages in direct, indirect, or direct indirect order. Essential Question – Why is it I important to organize your message before sending it?

Planning Messages Identify the objective- a goal or outcome you want to achieve To inform To request To record To persuade Determine the main idea Choose supporting details Adjust for the receiver Empathy- put yourself in the place of the receiver

Providing Complete Information Advertisements and Internet sites give product information Information is not always accurate or complete Honest mistake or deception? Ethical or unethical behavior? 6.1 Planning and Organizing Messages

Organizing Messages Direct order – presents the main idea first and follow it with supporting details Favorable, positive, and neutral messages should be organized this way Indirect order – presents the supporting details before the main idea. Unfavorable, negative, and persuasive messages should be written this way Direct-indirect order – used when both good/bad news for the receiver. Present the good news first using direct order Then present the bad news using indirect order

Partner activity Select a partner (SOMEONE YOU HAVEN’T WORKED WITH!) Using Direct order, Indirect order, and Direct-Indirect order, create three different written paragraphs that give an example of each. Example – Direct order: Dear Ms. Jamjelly: We are pleased to inform you that your recipe has been selected to be in our upcoming issue of Things that go great on toast. You will receive your complimentary apron in the mail soon!

6.2 Composing messages SWBAT: Compose messages that are courteous, correct, concise, clear, and complete Compose messages that use bias-free language Essential Question – Why do we compose messages using the five C’s?

Effective Messages Build goodwill Achieve their objectives Have common traits Courteous Correct Concise Clear Complete 6.2 Composing Messages

Courteous Messages (1st C) Courteous messages- are positive, considerate, and bias-free Proper titles Bias-Free words Bias- a belief or opinion that hinders fair and impartial actions or judgments Gender bias Race and age bias Disability bias

Correct Messages (2nd C) Correct messages- those that do not contain errors or omit needed information The Main Idea Supporting Details Project bid- a document that describes work to be done, completion time, Charges and related details Effective messages do not omit details or confuse the reader. 6.2 Composing Messages

Concise Messages (3rd C) Concise messages- brief and to the point Do not contain unrelated material that can distract the reader from the important points of the message Unnecessary elements Redundancy- needles repetition Empty phrases Active voice 6.2 Composing Messages

Clear Messages (4th C) Clear messages- are specific, precise, and complete They use concrete words and terms rather than vague ones Contradictory- inconsistent or opposing 6.2 Composing Messages

Complete Messages (5th C) Complete messages- contain all the information needed to achieve the objectives of the sender. The five Ws: Who, What, Where, When, Why Complete paragraphs Message structure

OWL OWL: Purdue University’s Online Writing Lab Provides online resources for writers Questions Why does this resource suggest that you use positive wording in business letters? What steps are suggested for softening the effects of negative news? school.cengage.com/bcomm/buscomm 6.2 Composing Messages

6.3 editing and publishing messages SWBAT: Describe the stages of the writing process Edit and revise business messages Use effective proofreading methods and proofreader’s marks Select appropriate ways to publish business messages Essential Question – Why is it important to proofread business messages?

Stages in the Writing Process Planning Composing Editing Proofreading Publishing © Photodisc / Getty Images Planning is an important part of the writing process. 6.3 Editing and Publishing Messages

Editing Messages Editing- reviewing and revising (changing) a message to improve it May require as much time as composing Focus on the main ideas Review for the 5 Cs Review for effective transitions Transition- a word or phrase that connects sentences in paragraphs and, in turn, connects paragraphs in a message

Track Changes Go to my Wikispace Go to Introduction to Business class Open “CompetitonAritcle” in Chapter 1

Proofreading Messages Proofreading- is reviewing and correcting the final draft of a message Focus on: General content errors Mechanical errors Proofreading methods 6.3 Editing and Publishing Messages

Spelling and Grammar Checkers Included in many word processing and other programs Are useful but do not replace proofreading 6.3 Editing and Publishing Messages

Proofreading Messages Proofreaders’ marks- words and symbols used to mark edits on hard copy documents 6.3 Editing and Publishing Messages

6.3 Editing and Publishing Messages

6.3 Editing and Publishing Messages

Reading Goals Reading goals: reasons for reading a message Different reading speeds and methods Subvocalization Reading aloud to identify errors 6.3 Editing and Publishing Messages

Publishing Messages Publish- is to send it to the receiver or make the message available to the receiver Appropriate methods Intranet- a communications network within an organization Appearance counts Paper Format 6.3 Editing and Publishing Messages

Vocabulary bias clear message complete message concise message contradictory correct message courteous message editing empathy intranet objective project bid proofreaders’ marks proofreading publish redundancy transition