1. Lecturer: Gareth Jones Class 4: Editing

2.  Indirect and direct messages  The importance of the introduction and conclusion  The three parts of editing: ◦ Editing for Content ◦ Editing for Style ◦ Editing for Readability 05/10/20162Business Communication (BUS-100)

3.  We discussed prewriting: ◦ Gathering ◦ Organising ◦ Focusing  And the first stage of writing ◦ Drafting 05/10/2016Business Communication (BUS-100)3

4.  Communication Strategy: Message Structure 05/10/2016Business Communication (BUS-100)4

5.  Thoughts can be random.  Our Message should not be! 05/10/2016Business Communication (BUS-100)5

6.  Your emphasis is the strongest point of your message.  We must learn how to emphasise the important points. 05/10/2016Business Communication (BUS-100)6

7.  Audience Memory Curve.  When is the Audience most interested? 05/10/2016Business Communication (BUS-100)7

8.  Lesson: ◦ Most interested at the beginning and at the end. 05/10/2016Business Communication (BUS-100)8

9.  Lesson: ◦ We must state important points either at the beginning or end (or both!) 05/10/2016Business Communication (BUS-100)9

10.  Lesson: ◦ Don’t bury good ideas in the middle!!! 05/10/2016Business Communication (BUS-100)10

11.  Direct Approach: main ideas at beginning  Indirect: main ideas at end 05/10/2016Business Communication (BUS-100)11

12.  I hate my BUS 100 Class ◦ It is boring ◦ It makes me sleepy 05/10/2016Business Communication (BUS-100)12

13.  I need to shower. ◦ I am dirty ◦ I have a date ◦ I have not showered in a week 05/10/2016Business Communication (BUS-100)13

14. ◦ BUS 101 is boring ◦ It makes me sleepy  Therefore, I detest my BUS 101 Class 05/10/2016Business Communication (BUS-100)14

15. ◦ I am dirty ◦ I have a date ◦ I have not showered in a week  Therefore, I need to shower. 05/10/2016Business Communication (BUS-100)15

16.  Most times use the direct approach: ◦ It makes things easier to understand. ◦ It is audience centered ◦ Saves time 05/10/2016Business Communication (BUS-100)16

17.  Rarely use the indirect approach. Only if: ◦ The message is sensitive ◦ The message is negative. ◦ Why? 05/10/2016Business Communication (BUS-100)17

18.  Which type of communication do you usually use?  Why? 05/10/2016Business Communication (BUS-100)18

19.  Low-context cultures such as the UK, Germany, France and America usually communicate directly  High-context cultures such as China, Arab world and Japan usually communicate indirectly  This has ramifications in decision making, problem solving and negotiating- which we will cover in week 5 05/10/2016Business Communication (BUS-100)19

20.  Summary: Most important part of message: ◦ Beginning ◦ Ending 05/10/2016Business Communication (BUS-100)20

21.  In Writing: ◦ Introduction – opening ◦ Conclusion - closing 05/10/2016Business Communication (BUS-100)21

22.  Page 62 ◦ Why is it important? ◦ What does it do? 05/10/2016Business Communication (BUS-100)22

23.  Builds reader interest  Explains why you are writing  Gives a preview of the message/report 05/10/2016Business Communication (BUS-100)23

24.  Build Reader interest:  Refer to an existing situation: ◦ As you know... ◦ As we discussed... ◦ As you requested ◦ As desired... 05/10/2016Business Communication (BUS-100)24

25.  Build Reader interest:  Refer to shared ideas ◦ We must improve our standards ◦ Our company has to... ◦ This company is... ◦ We must... 05/10/2016Business Communication (BUS-100)25

26.  Explain your purpose for writing.  Answer the question ◦ “Why am I writing?” 05/10/2016Business Communication (BUS-100)26

27.  This report shows...  I am writing because...  This message is to...  This will explain 05/10/2016Business Communication (BUS-100)27

28. The reader must know why you are writing! 05/10/2016Business Communication (BUS-100)28

29.  Provides a preview – explains how message is organised 05/10/2016Business Communication (BUS-100)29

30.  Preview: ◦ This message covers all new steps in the procedure ◦ This message is organised in three sections (1)...... (2)..... and (3)..... 05/10/2016Business Communication (BUS-100)30

31.  Builds reader interest  Explains why you are writing  Gives a preview of the message/report 05/10/2016Business Communication (BUS-100)31

32.  Also called “Closing”  Summary then… ◦ Feedback – what will I do next? ◦ And/or ◦ What next? – what should you do? 05/10/2016Business Communication (BUS-100)32

33.  Feedback: ◦ I will call you next week ◦ I will see you on Thursday ◦ I will email you more info 05/10/2016Business Communication (BUS-100)33

34.  What next? ◦ Please send any questions ◦ Please contact me by phone, email etc.. ◦ Please respond by January 20 05/10/2016Business Communication (BUS-100)34

35.  Goodbye!  Include a polite goodbye, to make the reader end with good feelings 05/10/2016Business Communication (BUS-100)35

36.  Goodbye! ◦ I look forward to seeing you ◦ I look forward to working for you ◦ I look forward to talking to 05/10/2016Business Communication (BUS-100)36

37.  Never: ◦ Introduce a new topic ◦ End too quickly 05/10/2016Business Communication (BUS-100)37

38.  Think of editing as having 3 parts: ◦ For content ◦ For readability ◦ For style 05/10/2016Business Communication (BUS-100)38

39.  Think of editing as having 3 parts: ◦ For content ◦ For readability ◦ For style 05/10/2016Business Communication (BUS-100)39

40.  Editing follows Drafting in our writing process  Print out your draft and begin editing  The three steps of editing need not be done in order 05/10/2016Business Communication (BUS-100)40

41.  To start, review the five communication strategies. ◦ Be sure the message is saying what you want it to.  We will cover these later in the course 05/10/2016Business Communication (BUS-100)41

42.  Read the paper: ◦ Are the right main points there? ◦ Give to a friend ◦ Read out loud 05/10/2016Business Communication (BUS-100)42

43.  Shorten: ◦ Remove any unnecessary info. ◦ Remember: in Business there is not much time! 05/10/2016Business Communication (BUS-100)43

44.  Print a copy  Review Communication Strategies  Have a friend read it  Shorten the paper 05/10/2016Business Communication (BUS-100)44

45.  Think of editing as having 3 parts: ◦ For content ◦ For readability ◦ For style 05/10/2016Business Communication (BUS-100)45

46.  Business writing needs to be short, clear, and direct  Here are a few tips and examples to help you improve you writing and make it more clear 05/10/2016Business Communication (BUS-100)46

47.  Avoid ‘wordiness’  Use as few words as you can  Say as much as you can with as few words as possible  SUCCINCT! 05/10/2016Business Communication (BUS-100)47

48.  Bad: Too long ◦ He is good in terms of basketball ability and skill  Good: short and clear ◦ He plays basketball well. 05/10/2016Business Communication (BUS-100)48

49.  Avoid long sentences 05/10/2016Business Communication (BUS-100)49

50.  Bad: confusing structure ◦ It doesn’t matter who you are or what you know, because if you want to pass this class you must hand in all of your work on time, take all the tests, and come to each class. 05/10/2016Business Communication (BUS-100)50

51.  Good: Split into sentences ◦ All students who want to pass this class must come to each class. They must also do all the homework and take all of the tests. 05/10/2016Business Communication (BUS-100)51

52.  Use the active voice  It is shorter and more clear  Put the subject at the beginning of the sentence 05/10/2016Business Communication (BUS-100)52

53.  Good paragraphs! (Remember?)  Paragraphs should have a topic sentence followed by support sentences 05/10/2016Business Communication (BUS-100)53

54.  Topic Sentence: introduces the main point of the paragraph  Support (body) sentences: supports the topic sentence 05/10/2016Business Communication (BUS-100)54

55.  Good: Topic sentence and support.  Today’s lecture is about editing and its different components. First we will focus on content, then on readability. Finally, we will focus on style. All components are equally important in editing. 05/10/2016Business Communication (BUS-100)55

56.  Bad: No Topic Sentence.  First we will focus on content, then on readability. Finally, we will focus on style. All components are equally important in editing. 05/10/2016Business Communication (BUS-100)56

57.  Use transition words: ◦ Page 67 & class 1  This will make your writing more interesting 05/10/2016Business Communication (BUS-100)57

58.  Avoid wordiness  Good Paragraph Structure  Use the active voice  Use transition words 05/10/2016Business Communication (BUS-100)58

59.  Think of editing as having 3 parts: ◦ For content ◦ For readability ◦ For style 05/10/2016Business Communication (BUS-100)59

60.  Now that you have all the words, we must make the document look good. 05/10/2016Business Communication (BUS-100)60

61.  “ High Skim Value”  Pretend someone is skimming your work.  Change the layout so they can easily find important points, main ideas, etc. 05/10/2016Business Communication (BUS-100)61

62.  Headings  White Space  Font 05/10/2016Business Communication (BUS-100)62

63.  Headings should be parallel (same form) and make “stand alone sense”  This means they should make sense on their own 05/10/2016Business Communication (BUS-100)63

64.  Ineffective: does not make stand alone sense ◦ Recommendation 05/10/2016Business Communication (BUS-100)64

65.  Effective: does make stand alone sense ◦ Recommendation: Open a new store location 05/10/2016Business Communication (BUS-100)65

66.  Ineffective: not parallel ◦ Steps to increase business:  Build a new store  Getting more customers  To sell more products 05/10/2016Business Communication (BUS-100)66

67.  Effective: parallel ◦ Steps to increase business:  Build a new store  Get more customers  Sell more products 05/10/2016Business Communication (BUS-100)67

68.  White space is empty space on the page. ◦ It emphasises main ideas ◦ It presents ideas more clearly ◦ It gives the reader a break 05/10/2016Business Communication (BUS-100)68

69.  Vary paragraph length  Don’t have one long paragraph, or many small, similar sized ones  Have variety ! 05/10/2016Business Communication (BUS-100)69

70.  Ineffective – one long paragraph  If your reader has to get a dictionary to understand your report then you have not used plain English. When writing a report your job is to get your argument across to your reader, not to expand his or her vocabulary. Replace unusual or obscure words with ones that are easier to understand. For example, don't talk about a ‘paradigm shift' unless you really have to, instead tell them about a different approach or change of attitude or process. Also, delete unnecessary words. A crisis is always serious and dangers are always real so you do not need to say ‘serious crisis' or ‘real danger'. Are there trivial crises or imitation dangers? This point of grammar can seriously improve your report writing! Active sentences will usually have a subject-verb-object structure whereas passive ones have an object-verb-subject structure. Clear as mud? Forget the grammar and just look at some examples. 05/10/2016Business Communication (BUS-100)70

71.  Ineffective – too many short paragraphs If your reader has to get a dictionary to understand your report then you have not used plain English. When writing a report your job is to get your argument across to your reader, not to expand his or her vocabulary. Replace unusual or obscure words with ones that are easier to understand. For example, don't talk about a ‘paradigm shift' unless you really have to, instead tell them about a different approach or change of attitude or process. Also, delete unnecessary words. A crisis is always serious and dangers are always real so you do not need to say ‘serious crisis' or ‘real danger'. Are there trivial crises or imitation dangers? This point of grammar can seriously improve your report writing! Active sentences will usually have a subject-verb-object structure whereas passive ones have an object-verb-subject structure. Clear as mud? Forget the grammar and just look at some examples. 05/10/2016Business Communication (BUS-100)71

72.  Effective – varying lengths If your reader has to get a dictionary to understand your report then you have not used plain English. When writing a report your job is to get your argument across to your reader, not to expand his or her vocabulary. Replace unusual or obscure words with ones that are easier to understand. For example, don't talk about a ‘paradigm shift' unless you really have to, instead tell them about a different approach or change of attitude or process. Also, delete unnecessary words. A crisis is always serious and dangers are always real so you do not need to say ‘serious crisis' or ‘real danger'. Are there trivial crises or imitation dangers? This point of grammar can seriously improve your report writing! Active sentences will usually have a subject-verb-object structure whereas passive ones have an object-verb-subject structure. Clear as mud? Forget the grammar and just look at some examples. 05/10/2016Business Communication (BUS-100)72

73.  Effective: split ideas into a list  I want to remind you of the following things you must do for me: ◦ Finish your homework ◦ Prepare your presentations ◦ Study for your exam 05/10/2016Business Communication (BUS-100)73

74.  Ineffective: paragraph with no structure ◦ You have to do your homework before tomorrow. You also have to come and talk to me. Will you study for your exam? You shouldn’t forget to do that either. 05/10/2016Business Communication (BUS-100)74

75.  Indenting is important ◦ Indenting is important  Indenting is important  Indenting is important 05/10/2016Business Communication (BUS-100)75

76.  Be sure your lists look like this  And that your lists don’t look like this 05/10/2016Business Communication (BUS-100)76

77.  It is better to use “ragged right” margins  Don’t use justified margins 05/10/2016Business Communication (BUS-100)77

78.  Good: Ragged Right If your reader has to get a dictionary to understand your report then you have not used plain English. When writing a report your job is to get your argument across to your reader, not to expand his or her vocabulary. Replace unusual or obscure words with ones that are easier to understand. For example, don't talk about a ‘paradigm shift' unless you really have to, instead tell them about a different approach or change of attitude or process. Also, delete unnecessary words. A crisis is always serious and dangers are always real so you do not need to say ‘serious crisis' or ‘real danger'. Are there trivial crises or imitation dangers? This point of grammar can seriously improve your report writing! Active sentences will usually have a subject-verb-object structure whereas passive ones have an object-verb-subject structure. Clear as mud? Forget the grammar and just look at some examples. 05/10/2016Business Communication (BUS-100)78

79.  Bad: Justified If your reader has to get a dictionary to understand your report then you have not used plain English. When writing a report your job is to get your argument across to your reader, not to expand his or her vocabulary. Replace unusual or obscure words with ones that are easier to understand. For example, don't talk about a ‘paradigm shift' unless you really have to, instead tell them about a different approach or change of attitude or process. Also, delete unnecessary words. A crisis is always serious and dangers are always real so you do not need to say ‘serious crisis' or ‘real danger'. Are there trivial crises or imitation dangers? This point of grammar can seriously improve your report writing! Active sentences will usually have a subject-verb-object structure whereas passive ones have an object-verb-subject structure. Clear as mud? Forget the grammar and just look at some examples. 05/10/2016Business Communication (BUS-100)79

80.  For business writing, use a 12 pt. Font  “Times New Roman” is the standard Font 05/10/2016Business Communication (BUS-100)80

81.  You can use other ones  but don’t go too crazy.!!! 05/10/2016Business Communication (BUS-100)81

82.  Effective: 12 pt. Normal font If your reader has to get a dictionary to understand your report then you have not used plain English. When writing a report your job is to get your argument across to your reader, not to expand his or her vocabulary. Replace unusual or obscure words with ones that are easier to understand. For example, don't talk about a ‘paradigm shift' unless you really have to, instead tell them about a different approach or change of attitude or process. Also, delete unnecessary words. A crisis is always serious and dangers are always real so you do not need to say ‘serious crisis' or ‘real danger'. Are there trivial crises or imitation dangers? This point of grammar can seriously improve your report writing! Active sentences will usually have a subject-verb- object structure whereas passive ones have an object-verb-subject structure. Clear as mud? Forget the grammar and just look at some examples. 05/10/2016Business Communication (BUS-100)82

83.  Ineffective: 8 pt. Normal font If your reader has to get a dictionary to understand your report then you have not used plain English. When writing a report your job is to get your argument across to your reader, not to expand his or her vocabulary. Replace unusual or obscure words with ones that are easier to understand. For example, don't talk about a ‘paradigm shift' unless you really have to, instead tell them about a different approach or change of attitude or process. Also, delete unnecessary words. A crisis is always serious and dangers are always real so you do not need to say ‘serious crisis' or ‘real danger'. Are there trivial crises or imitation dangers? This point of grammar can seriously improve your report writing! Active sentences will usually have a subject-verb-object structure whereas passive ones have an object-verb-subject structure. Clear as mud? Forget the grammar and just look at some examples. 05/10/2016Business Communication (BUS-100)83

84.  Ineffective: 12 pt. weird font If your reader has to get a dictionary to understand your report then you have not used plain English. When writing a report your job is to get your argument across to your reader, not to expand his or her vocabulary. Replace unusual or obscure words with ones that are easier to understand. For example, don't talk about a ‘paradigm shift' unless you really have to, instead tell them about a different approach or change of attitude or process. Also, delete unnecessary words. A crisis is always serious and dangers are always real so you do not need to say ‘serious crisis' or ‘real danger'. Are there trivial crises or imitation dangers? This point of grammar can seriously improve your report writing! Active sentences will usually have a subject-verb-object structure whereas passive ones have an object-verb-subject structure. Clear as mud? Forget the grammar and just look at some examples. 05/10/2016Business Communication (BUS-100)84

85.  You will do some exercises on editing 05/10/2016Business Communication (BUS-100)85

86.  Weekly review and quiz  Any questions from this week get them ready for tomorrow! 05/10/2016Business Communication (BUS-100)86