Lecture Slides Business Communication, 16e, Lehman & DuFrene © 2011 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part. Preparing Spoken and Written Messages Chapter 4

Chapter 4, Business Communication, 16e, Lehman & DuFrene © 2011 Cengage Learning Process for Planning and Preparing Spoken and Written Messages

Chapter 4, Business Communication, 16e, Lehman & DuFrene © 2011 Cengage Learning Your Turn Discuss the intended and received message that resulted from each of these actual newspaper headlines: –Police begin campaign to run down jaywalkers –Miners refuse to work after death –Drunk gets nine months in violin case –Iraqi head seeks arms Source: Source:

Chapter 4, Business Communication, 16e, Lehman & DuFrene © 2011 Cengage Learning Step 5: Prepare the First Draft Craft _________ sentences ─ Use correct sentence _________ ─ Rely on ______ voice ─ __________ important ideas Develop _________ paragraphs ─ Position _____ sentences appropriately ─ Link ideas to achieve __________ ─ Keep paragraphs _______ ─ Vary sentence and paragraph ______ powerful structure active Emphasize coherent topic coherence length unified

Chapter 4, Business Communication, 16e, Lehman & DuFrene © 2011 Cengage Learning Step 6: Revise and Proofread Improve readability ─ Understand readability measures ─ Assess and adjust to receiver’s needs ─ Apply visual enhancements for easier reading Proofread using systematic procedures

Chapter 4, Business Communication, 16e, Lehman & DuFrene © 2011 Cengage Learning Factors Affecting Readability “Difficult” words –Three or more syllable words –Does not include compound words, proper nouns, or words in which a suffix adds a syllable Sentence length and structure –Passive voice Desirable readability index for business writing: Grade 8–11

Chapter 4, Business Communication, 16e, Lehman & DuFrene © 2011 Cengage Learning Your Turn A. B. The award was presented to Josh. The company president presented the award to Josh. A. B. Maggie was invited to be the keynote speaker. The event manager asked Maggie to be the keynote speaker. A. B. Ryan was driven to the airport after the meeting. My assistant drove Ryan to the airport after the meeting. Identify the active voice sentence in each sentence pair.

Chapter 4, Business Communication, 16e, Lehman & DuFrene © 2011 Cengage Learning Visual Enhancements Improve Readability

Chapter 4, Business Communication, 16e, Lehman & DuFrene © 2011 Cengage Learning Your Turn 1.The “stupids” (miskeyed words) 2.Everything 3.Misused homonyms (their, there) 4.Words left out What errors can spelling software catch?

Chapter 4, Business Communication, 16e, Lehman & DuFrene © 2011 Cengage Learning Proofreading Procedures Use spell check to locate simple keying errors and repeated words Proofread on-screen twice: (1) content, organization, style, and (2) mechanical errors Proofread in print preview mode for format and layout errors Print a draft copy and proofread nonroutine and complex documents Print on high-quality paper 5

Chapter 4, Business Communication, 16e, Lehman & DuFrene © 2011 Cengage Learning Cultivate a Mindset for Effective Revising and Proofreading Attempt to see things from your audience’s __________ rather than from your own ______ documents until you cannot see further improvements Allow others to make __________ for improving your writing perspective Revise suggestions