1. Chapter 9 Lecture Slides
BCOM Chapter 09
Chapter 9 Lecture Slides
Revising Written Messages
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2. List the steps in the systematic revision process
Learning Objective 1
List the steps in the systematic revision process
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3. Actual Newspaper Headlines
BCOM Chapter 09
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: 1
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4. Frame of Mind for Proofreading
Attempt to see things from your audience’s perspective rather than from your own.
Revise your documents until you cannot see any additional ways to improve them.
Be willing to allow others to make suggestions for improving your writing.
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5. Systematic Procedures for Revision
1. Print a draft copy
2. Proofread three times:
- Once for content, organization, and style
- Again for mechanical errors
- A third time, right to left or out loud
3. Edit format and layout
4. Spell check
5. Print on high-quality paper
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6. Avoid Writing Errors: Don’t Do This!!
BCOM Chapter 09
Avoid Writing Errors: Don’t Do This!!
Subject and verb always has to agree.
Proofread carefully to see if you any words out.
Writing carefully, dangling participles must be avoided.
If any word is improper at the end of a sentence, a linking verb is.
Don't use commas, that, are not, necessary
Source: Don’t Do This: 1
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7. BCOM Chapter 09 Discuss ways to communicate ethically and responsibly
Learning Objective 2
Discuss ways to communicate ethically and responsibly
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8. Ensuring Ethical Communication
Look for:
Truthfully stated information
Exaggerated or embellished facts
Clarity and exact meaning
Objective supporting facts
Tactful statements toward receiver
Carefully designed graphics
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9. Identify ways to develop logical and unified messages
Learning Objective 3
Identify ways to develop logical and unified messages
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10. Structuring Strong Messages
Strong messages come from clear organization.
Unified messages have paragraphs arranged in a systematic sequence.
A summary ties the end back to the beginning and brings all major points together.
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11. Writing Effective Paragraphs
To write effective paragraphs, you must learn to
Develop deductive or inductive paragraphs consistently,
Link ideas to achieve coherence
Keep paragraphs unified
Vary sentence and paragraph length
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12. © 2009 Cengage Learning. All rights reserved.
BCOM Chapter 09
Paragraphs: Broken Text
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13. © 2009 Cengage Learning. All rights reserved.
BCOM Chapter 09
Paragraphs: Broken Text 3
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14. Topic Sentence Placement
Deductive placement:
Topic sentence precedes details
Inductive placement:
Topic sentence follows details
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15. Tips for Linking Sentences:
Repeat a word used in the previous sentence
Use a pronoun for a noun used in the previous sentence
…take this responsibility. It can be shared…
Use connecting words:
However
Therefore
nevertheless,
in addition
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16. Vary Sentence and Paragraph Length
Short sentences
are easier to read
May sound elementary or monotonous
Longer sentences
Compound or complex
Provide variety
Give short sentences emphasis
Short paragraphs in letters, memos, and
Longer paragraphs in business reports
Short first and last paragraphs
Others average 6 lines
No longer than 8-10 lines.
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17. Apply techniques for developing effective, powerful sentences
Learning Objective 4
Apply techniques for developing effective, powerful sentences
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18. Crafting Powerful Sentences
Use correct sentence structure
Rely on active voice
Emphasize important ideas
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19. © 2009 Cengage Learning. All rights reserved.
Types of Clauses
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20. Construction Errors to Avoid
Sentence Fragment
As the president reported this morning.
As the president reported this morning, sales increased in May.
Run-on or fused Sentence
A new printer has been ordered it should be delivered tomorrow.
A new printer has been ordered, and it should be delivered tomorrow.
Comma Splice
The number of questions has been reduced, the survey will require less time to complete.
Because the number of questions has been reduced, the survey will require less time to complete.
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21. © 2009 Cengage Learning. All rights reserved.
Rely on Active Voice
Active voice
Emphasize the doer
Simplify comprehension
“Our sales reps transfer reports electronically from remote locations to the home office.”
Passive voice
Emphasize the action
Useful in delivering an unpleasant thought
“Reports are transferred electronically from remote locations to the home office.”
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22. Ways to Emphasize Ideas
Simple Sentences
Use independent clauses in compound sentences
Repetition of key words
Use labeling words to emphasize significance
Most important; less significant
Position first or last in sentence or paragraph
Give important information more space
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23. © 2009 Cengage Learning. All rights reserved.
Learning Objective 5
Identify factors affecting readability and revise messages to improve readability
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24. Improving Readability
To improve readability:
Understand readability measures
Use contemporary language
Use simple, informal words
Be concise
Use visuals to aid comprehension
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25. Readability: Use Statistics
Flesch-Kincaid Evaluates sentence length and word difficulty to produce approximate grade level necessary for reader understanding.
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26. Use Contemporary Language
ELIMINATE :
Outdated expressions
Pursuant to your request
enclosed please find
very truly yours
Clichés
Pushed the envelope
Cover all the bases
That sucks!
Jargon
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27. Use Contemporary Language
Original expressions
As you requested
Enclosed
Sincerely
Fresh language
Took a risk
Get input from everyone
That needs improvement
Common words
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28. © 2009 Cengage Learning. All rights reserved.
Simple Words
Simple words are:
Less distracting
More emphatic
Formal Words
Informal Words
Terminate
End
Procure
Get
Remunerate
Pay
Corroborate
support
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29. Communicate Concisely
Eliminate redundancies
Use active voice
Pay attention to relevance and receiver needs
Eliminate clichés
Shorten sentences
Use compound adjectives
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30. Use Visual Enhancements
Bulleted lists
Hierarchical, informative headings
Tables and graphs
Partition with lines and borders
Highlight information with relevant images
Generate text breaks with chunking
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31. Identify ways to project a positive, tactful tone
Learning Objective 6
Identify ways to project a positive, tactful tone
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32. © 2009 Cengage Learning. All rights reserved.
Project Positive Tone
State ideas using positive language.
Avoid using second person when stating negative ideas.
Use passive voice to convey negative ideas.
Use subjunctive mood.
Include pleasant statement in the same sentence.
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33. Have International Sensitivity
Avoid
Sports analogies
The top gun
Formal language
Jargon
Slang
Abbreviations
Red flag words
Political judgments
Use
Simple, precise language
Swift vs. fast
Figures for expressing numbers
Metric system
The full month name
Correct letter or memo format
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