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

2. Planning Messages Identify the objective Determine the main idea
To inform
To request
To record
To persuade
Determine the main idea
Choose supporting details
Adjust for the receiver
© Stockbyte / Getty Images
Adjust the message for the receiver.
6.1 Planning and Organizing Messages

3. Organizing Messages Direct order Indirect order Direct-indirect order
6.1 Planning and Organizing Messages

4. 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

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

6. Courteous Messages Positive words Proper titles Bias-free words
Gender bias
Race and age bias
Disability bias
© Blend Images / Jupiter Images
Show respect for others by using their names and titles properly.
6.2 Composing Messages

7. Correct Messages Errors Omitted information The main idea
Supporting details
© Tetra Images / Getty Images
Effective messages do not omit details or confuse the reader.
6.2 Composing Messages

8. Concise Messages Unnecessary elements Active voice Redundancies
Empty phrases
Active voice
6.2 Composing Messages

9. Clear Messages Clear words and sentences Contradictory information
6.2 Composing Messages

10. Complete Messages The five Ws Complete paragraphs Message structure
Who
What
Where
When
Why
Complete paragraphs
Message structure
6.2 Composing Messages

11. 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

12. 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

13. 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
6.3 Editing and Publishing Messages

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

15. 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

16. 6.3 Editing and Publishing Messages

17. 6.3 Editing and Publishing Messages

18. 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

19. Publishing Messages Appropriate methods Appearance counts Paper Format
© Orange Line Media / Shutterstock
Sending a letter is a typical way to publish a formal business message.
6.3 Editing and Publishing Messages

20. 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