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

2. 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?

3. 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

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. 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

6. 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!

7. 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?

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

9. 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

10. 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

11. 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

12. 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

13. 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

14. 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

15. 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?

16. 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

17. 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

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

19. 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

20. 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

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

22. 6.3 Editing and Publishing Messages

23. 6.3 Editing and Publishing Messages

24. 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

25. 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

26. 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