1. © Prentice Hall, 2005 Excellence in Business CommunicationChapter 5 - 1 Writing Business Messages

2. © Prentice Hall, 2005 Excellence in Business CommunicationChapter 5 - 2 The Three-Step Process Planning Writing Completing

3. © Prentice Hall, 2005 Excellence in Business CommunicationChapter 5 - 3 What Is Good Organization? Get to the point Exclude irrelevant material Organize your ideas Include relevant material

4. © Prentice Hall, 2005 Excellence in Business CommunicationChapter 5 - 4 Why Is Organization Important? Saves work and time Expedites delegation Boosts understanding Increases acceptance

5. © Prentice Hall, 2005 Excellence in Business CommunicationChapter 5 - 5 Effective Organization Defining the main idea Limiting the scope Grouping the support Establishing the sequence

6. © Prentice Hall, 2005 Excellence in Business CommunicationChapter 5 - 6 Defining the Main Idea General purpose Specific purpose Basic topic Main idea

7. © Prentice Hall, 2005 Excellence in Business CommunicationChapter 5 - 7 Limiting the Scope Time and space Number of main points Depth of research Attitude of audience

8. © Prentice Hall, 2005 Excellence in Business CommunicationChapter 5 - 8 Common Outline Formats I.First Major Part A.First subpoint B.Second subpoint 1.Evidence 2.Evidence C.Third subpoint II.Second Major Point A.First subpoint B.Second subpoint 1.0First Major Part 1.1First subpoint 1.2Second subpoint 1.2.1Evidence 1.2.2Evidence 1.2.3Third subpoint 2.0Second Major Point 2.1First subpoint 2.2Second subpoint AlphanumericDecimal

9. © Prentice Hall, 2005 Excellence in Business CommunicationChapter 5 - 9 Using an Organization Chart The Main Idea I. Major PointII. Major PointIII. Major Point A. Evidence B. Evidence C. Evidence A. Evidence B. Evidence C. Evidence A. Evidence B. Evidence C. Evidence

10. © Prentice Hall, 2005 Excellence in Business CommunicationChapter 5 - 10 Basic Message Structure Main idea Support Evidence

11. © Prentice Hall, 2005 Excellence in Business CommunicationChapter 5 - 11 Basic Message Sequence Direct or indirect approach –Audience reaction –Message length –Message type

12. © Prentice Hall, 2005 Excellence in Business CommunicationChapter 5 - 12 Message Type Audience Reaction Type of Approach Routine, Good-News or Good Will Pleased Or Neutral Direct Persuasive Uninterested or Unwilling Indirect Bad News DispleasedIndirect Business Messages

13. © Prentice Hall, 2005 Excellence in Business CommunicationChapter 5 - 13 Composing Business Messages Controlling style and tone Writing effective sentences Writing coherent paragraphs

14. © Prentice Hall, 2005 Excellence in Business CommunicationChapter 5 - 14 Controlling Style and Tone Use a conversational tone Write in plain English Select active or passive voice

15. © Prentice Hall, 2005 Excellence in Business CommunicationChapter 5 - 15 Choosing the Best Words Correct grammar Effectiveness –Function words and content words Denotation and connotation Abstraction and concreteness

16. © Prentice Hall, 2005 Excellence in Business CommunicationChapter 5 - 16 Finding Words that Communicate Choose strong words Prefer familiar words Avoid clichés Use jargon carefully

17. © Prentice Hall, 2005 Excellence in Business CommunicationChapter 5 - 17 Writing Effective Sentences Types of sentences –Simple –Compound –Complex –Compound-complex

18. © Prentice Hall, 2005 Excellence in Business CommunicationChapter 5 - 18 Writing Coherent Paragraphs Paragraph elements –Topic sentence –Related sentences –Transitions

19. © Prentice Hall, 2005 Excellence in Business CommunicationChapter 5 - 19 Frequently Used Transitions Additional Detail Causal Relationship Comparison Contrast Illustration Time Sequence Summary Moreover, furthermore, in addition Therefore, because, since, thus Similarly, likewise, still, in comparison Whereas, conversely, yet, however For example, in particular, in this case Formerly, after, meanwhile, sometimes In brief, in short, to sum up

20. © Prentice Hall, 2005 Excellence in Business CommunicationChapter 5 - 20 Paragraph Development Illustration Comparison or contrast Cause and effect Classification Problem and solution

21. © Prentice Hall, 2005 Excellence in Business CommunicationChapter 5 - 21 Sending E-Mail Messages Getting organized –Stick to the point –Make it easy to read Composing messages –Use the subject line –Personalize messages

22. © Prentice Hall, 2005 Excellence in Business CommunicationChapter 5 - 22 Writing for the Web Understand web audiences Develop hyperlinks Modify style and format

23. © Prentice Hall, 2005 Excellence in Business CommunicationChapter 5 - 23 Understand Web Audiences Skim-and-scan style Difficult reading Nonlinear and interactive Three-dimensional

24. © Prentice Hall, 2005 Excellence in Business CommunicationChapter 5 - 24 Develop Hyperlinks Plan navigation first Give control to readers Write effective links

25. © Prentice Hall, 2005 Excellence in Business CommunicationChapter 5 - 25 Modify Style and Format Consider global audiences –Language issues –Localization issues

26. © Prentice Hall, 2005 Excellence in Business CommunicationChapter 5 - 26 Modify Style and Format Break information into chunks –Create self-contained webpages –Don’t force subdivisions –Reduce the length of text –Handle longer documents carefully –Provide printable versions

27. © Prentice Hall, 2005 Excellence in Business CommunicationChapter 5 - 27 Inverted Pyramid Style Present the most important information first Provide the details in subsequent paragraphs