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Chapter 5 Print and Electronic Messages
5
Chapter 5 Krizan Business Communication ©2005 2
Oral and written messages have advantages and disadvantages.
Chapter 5 Krizan Business Communication ©2005 3
Advantages of written messages includeProviding a permanent
record Giving time for studyAllowing revision
Chapter 5 Krizan Business Communication ©2005 4
Disadvantages of written messages includeMore formalSlow transmissionSlow feedbackExpensive storage
Chapter 5 Krizan Business Communication ©2005 5
The three-step process for developing written messages includesPlanningDrafting Finalizing
Chapter 5 Krizan Business Communication ©2005 6
Step 1Plan the Message
Planning or prewriting takes place before thoughts are written
Chapter 5 Krizan Business Communication ©2005 7
Planning or prewriting involves
Analyzing the situationEstablishing primary and
secondary purposesAnalyzing the receiver
Chapter 5 Krizan Business Communication ©2005 8
Also important to this process are
Selecting type of messageChoosing organizational
planOutlining message content
Chapter 5 Krizan Business Communication ©2005 9
Step 2Draft the Message
Using mental or recorded notes to draft your message
Chapter 5 Krizan Business Communication ©2005 10
“Get your thoughts on paper” by focusing on content and using the you-viewpoint.
Chapter 5 Krizan Business Communication ©2005 11
Step 3Finalize the MessageRevise contentEdit for mechanical errorsProofread to check for
content and mechanical errors
Chapter 5 Krizan Business Communication ©2005 12
Electronic messaging has evolved into an effective, inexpensive method for communication in today’s business world.
Chapter 5 Krizan Business Communication ©2005 13
E-mail messages should
Have a descriptive subject line
Cover one topicBe brief
Chapter 5 Krizan Business Communication ©2005 14
Other tips for writing e-mailUse attachments wiselyChoose “reply” for correct
addressEdit subject lineDelete unnecessary text
Chapter 5 Krizan Business Communication ©2005 15
Remember to
Respect confidentiality Proofread every message
before sending
Chapter 5 Krizan Business Communication ©2005 16
Web sites are a series of related web pages.
Chapter 5 Krizan Business Communication ©2005 17
All effective Web sites include
Specific purposeInformational contentAppealing designCurrent data
Chapter 5 Krizan Business Communication ©2005 18
Web site designers should also pay particular attention to technical issues.
Chapter 5 Krizan Business Communication ©2005 19
Predict how e-mail and e-commerce will affect business in the next five years.
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