1. Chapter 4 - 1 The Three-Step Process Analyze Situation Gather Information Select Medium Get Organized Revise Produce Proofread Distribute Adapt to the Audience Compose the Message PlanningCompletingWriting TMT, BUS 251

2. Chapter 4 - 2 Optimizing Your Time 50% Planning 25% Writing 25% Completing TMT, BUS 251

3. Chapter 4 - 3 Analyzing the Situation Who is the audience? What is the purpose? TMT, BUS 251

4. Chapter 4 - 4 Select the Medium Electronic WrittenOral Visual TMT, BUS 251

5. Chapter 4 - 5 Defining the Main Idea The Topic The Main Idea Overall Subject of the Message Overall Subject of the Message Specific Statement About the Topic Specific Statement About the Topic TMT, BUS 251

6. Chapter 4 - 6TMT, BUS 251 General Purpose Specific PurposeTopicMain Idea To informTeach customer service representatives how to edit and expand the technical support wiki Technical support wiki Careful, thoughts edits and additions to the wiki help the entire department provide better customer support. To persuadeConvince top managers to increase spending on research and development. Funding for research and development Competitors spend more than we do on To collaborateSolicit ideas for a companywide incentive system that ties wages to profits. Incentive payTying wages to profits motivates employees and reduces compensation costs in tough years.

7. Chapter 4 - 7 Generating Ideas Brainstorming Mind Mapping Storyteller’s Tour Journalistic Approach Questions and Answers TMT, BUS 251

8. Chapter 4 - 8

9. Chapter 4 - 9 Basic Message Structure State Main Idea State Major Points Provide Evidence TMT, BUS 251

10. Chapter 6 - 10 Increasing “ Skim ” Value Sentences Headings Listed Items Paragraphs TMT, BUS 251

11. Chapter 5 - 11 Craft Good Paragraphs Transitions Support Sentences Topic Sentence Paragraph Unity Paragraph Coherence TMT, BUS 251

12. Chapter 6 - 12 Keep Paragraphs Short Break Up Thoughts Boost Readability Emphasize Ideas TMT, BUS 251

13. Chapter 4 - 13 Outlining the Content I.First Major Point 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 Point 1.1First subpoint 1.2Second subpoint 1.2.1Evidence 1.2.2Evidence 1.3Third subpoint 2.0Second Major Point 2.1First subpoint 2.2Second subpoint AlphanumericDecimal TMT, BUS 251

14. Chapter 6 - 14 Use Lists and Bullets Show sequence of ideas Heighten visual impact Emphasize key points Simplify complex subjects Provide visual breaks Expedite skimming process TMT, BUS 251

15. Chapter 6 - 15 Headings and Subheadings Descriptive Headings Descriptive Headings Informative Headings Informative Headings Organization Attention Connection TMT, BUS 251

16. Chapter 5 - 16 Audience Sensitivity Use Bias-Free Language Emphasize the Positive Demonstrate Business Etiquette Adopt a “You” Attitude TMT, BUS 251

17. Adopt a “You” Attitude TMT, BUS 251Chapter 4 - 17 INSTEAD OF THISWRITE THIS Tuesday is the only day we can promise quick response to purchase order requests; we are swamped the rest of the week. If you need a quick response, please submit your purchase order requests on Tuesday. We offer MP3 player with 50, 75 or 100 gigabytes of storage capacity. You can choose an MP3 player with 50, 75 or 100 gigabytes of storage capacity.

18. Emphasize the Positive TMT, BUS 251Chapter 4 - 18 INSTEAD OF THISWRITE THIS It is impossible to repair your laptop today. Your computer will be ready by Tuesday, would you like a loaner until then? We wasted $300,000 advertising in that magazine. Our $300,000 advertising investment did not pay off; let’s analyze the experience and apply the insights to our future campaigns.

19. Maintaining Standards of Etiquette TMT, BUS 251Chapter 4 - 19 INSTEAD OF THISWRITE THIS Once again, you’ve managed to bring down the entire website through your incompetent programming. Let’s review the last website update to explore ways to improve the process. You’ve been sitting our order for two weeks, and we need it now! Our production schedule depends on timely delivery of parts and supplies, but we have not yet received the order you promised to deliver two weeks ago. Please respond today with a firm delivery commitment.

20. Chapter 5 - 20 Choose Powerful Words Choose Powerful Words Choose Familiar Words Choose Familiar Words Avoid Clichés and Buzzwords Avoid Clichés and Buzzwords Use Jargon Carefully Use Jargon Carefully Communicate Effectively TMT, BUS 251

21. Chapter 5 - 21 Format with Technology Style Sheets and Templates Smart Documents Master DocumentsAuto-Completion Auto-Correction Endnotes, Footnotes, Indexes, and TOCs WizardsMail Merge TMT, BUS 251

22. Chapter 6 - 22 Revising with Technology Spell Checker ThesaurusThesaurus Revision Marks Cut and Paste Grammar Checker Style Checker CommentingCommenting Search and Replace TMT, BUS 251

23. Chapter 6 - 23 Production Technology Templates and style sheets Page setup features Column and paragraph formatting Numbered and bulleted lists Information in tables Pictures, text boxes, and objects TMT, BUS 251