© 2010 Thomson South-Western Instructor Only Version CHAPTER 3 Composing Business Messages Modified by M H Mortensen, 2011

© 2010 Thomson South-WesternInstructor Only Version

CHAPTER 3CHAPTER 3

Composing Composing Business Business MessagesMessages

Modified by M H Mortensen, 2011

Chapter 1, Slide 2Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 2Mary Ellen Guffey, Essentials of Business Communication, 8e


Avoiding Writer’s Block

Scattergram Mind Map

Getting a dogWhat kind?

Chinook?

Large

Small

Who will walk?Cos

t

How long w

ill it l

ive?

Vet bills

Exer

cise

What do we doabout vacations?

http://www.mind-mapping.co.uk/mind-maps-examples.htm

See, for examples:


Organizing Information Into an Outline

Chapter 3, Slide 5Mary Ellen Guffey, Essentials of Business Communication, 8e

Tips for Making OutlinesTips for Making Outlines

Tips: Define main topic in title. Divide the topic into three to five main points. Break the components into subpoints. Make each component exclusive

(no overlapping). Don't put a single item under a major

component. Use details and evidence to support subpoints.


OrganizingOrganizingBusinessBusinessMessagesMessages


DIRECT STRATEGYDIRECT STRATEGY

Main idea comesfirst followed by

details and explanations

Main idea comesfirst followed by

details and explanations




OrganizingOrganizingBusinessBusinessMessagesMessages INDIRECT STRATEGYINDIRECT STRATEGY

Explanation precedes main idea

Explanation precedes main idea



AdvantagesAdvantagesAdvantagesAdvantages

DIRECT STRATEGYDIRECT

STRATEGY

Saves reader’s time Sets a proper frame of mind Prevents frustration Appears businesslike

INDIRECT STRATEGYINDIRECT STRATEGY

Respects feelings of audience Encourages a fair hearing Minimizes a negative reaction


Useful whenUseful whenUseful whenUseful when

DIRECT STRATEGYDIRECT

STRATEGY

Receiver is receptive Receiver requires no education

about topic Message is routine

INDIRECT STRATEGYINDIRECT STRATEGY

Receiver may be upset or hostile

Receiver must be persuaded or educated

Message is sensitive


Effective SentencesEffective Sentences

subject verb

Employees send many e-mail messages.

CompleteSentences PhrasesClauses

Complete sentences have subjects and verbs and make sense

(are capable of standing alone).



Clauses also have subjects and verbs. Independent clauses can stand alone. Dependent clauses rely on independent

clauses for their meaning.


dependent clause independent clauseWhen you speak, you reveal yourself.



Phrases are groups of relatedwords without subjects and verbs.


phrase phrase

In the afternoon, I work at the mall.


Fragment

Even though the pay was low. Many candidates

applied.

Revision:Even though the pay was low, many candidates applied.

Avoidsentence

fragments.


Fused Sentences

Two candidates applied only one was hired.

Avoidsentence

fragments.

Avoid run-on (fused)sentences.

Revisions:Two candidates applied. Only one was hired.

Two candidates applied; only one was hired.

Two candidates applied, but only one was hired.


Comma Splice

Many were qualified, Jeff was hired.

Avoidsentence

fragments.

Avoidcomma-splice

sentences.

Avoid run-on (fused)sentences.

Revisions:Many were qualified. Jeff was hired.Many were qualified; Jeff was hired.Many were qualified; however, Jeff was hired.Many were qualified, but Jeff was hired.


Quick Check

Revise the following to avoid fragments, run-on sentences, and comma-splices.

You can create a Web-based job portfolio; it will impress potential employers.

You can create a Web-based job portfolio it will impress potential employers.

Send a scannable résumé. When you apply for a job.

Send a scannable résumé when you apply for a job.


Although technical skills are important, communication skills are also in great demand.

College used to be for young people; however, many older students now seek degrees.

Although technical skills are important. Communication skills are also in great demand.College used to be for young people, however many older students now seek degrees.



Technology is changing the business world. People are writing more messages than ever before. OR: Technology is changing the business world; people are . . . .

Technology is changing the business world people are writing more messages than ever before.



Executives are busy. They won't read wordy messages and reports. OR: Executives are busy; they won't read . . . .

Executives are busy, they won't read wordy messages and reports.



Emphasis Through Emphasis Through MechanicsMechanics


Underlining:Which of these methods do you prefer?

Italics and Boldface:

The use of boldface and italics captures the reader’s attention.

All Caps:Notice how EXPENSE-FREE VACATION stands out.


Tabulation: Listing items vertically emphasizes them:

1. First item2. Second item3. Third item

Dashes:

Other methods–including dashes–may be used.




Active- and Passive-Voice VerbsActive- and Passive-Voice Verbs

Active-voice verbs show the subject performing the action.

Most major employers require drug testing. (Active voice; the subject is acting)

Dr. Smith recommended Tina for the job. (Active voice; the subject is acting)


In passive-voice sentences, the subject is being acted upon. Passive-voice verbs require helper verbs:


Drug testing is required by most major employers.(Passive voice; the subject is being acted upon)

Tina was recommended for the job by Dr. Smith.(Passive voice; the subject is being acted upon)



Use the active voice for most business writing.

Use the passive voice to emphasize an action or the recipient of the action–rather than the actor (New laws were passed; drunk drivers were targeted).

Use the passive voice to break bad news (Although your lease cannot be renewed, we can offer . . . ).


Quick Check

Convert the following sentences to active voice. You may have to add a subject.

Our membership meeting was postponed by the president.

The résumés of job candidates are sorted quickly by the software program Resumix.

The president postponed our membership meeting.

The software program Resumix sorts résumés of job candidates quickly.



All team messages are sent by e-mail.

Drug tests are required of all new employees.

Team members send all messages by e-mail.

The company requires drug tests for all new employees.



We were given our orders by the manager.

Our intranet is used by employees to complete forms.

The manager gave us our orders.

Employees use our intranet to complete forms.


Convert the following sentences to passive voice.

We must delay shipment of your merchandise because of heavy demand.

Management rejected our plan.

Your merchandise shipment must be delayed because of heavy demand.

Our plan was rejected by management.


Convert the following sentences to passive voice.

The technician could not install the computer program.

Someone did not submit the accounting statement on time.

The computer program could not be installed.

The accounting statement was not submitted on time.


Developing ParallelismDeveloping ParallelismDeveloping ParallelismDeveloping Parallelism

Parallel expression uses balanced construction. Match nouns with nouns, verbs with verbs, phrases with phrases, and clauses with clauses.

Training sessions have been stimulat-ing and challenging.

(Matches -ing verbals)

Training sessions have been stimulat-ing and challenging.

(Matches -ing verbals)

Training sessions have been stimulat-ing and a challenge.

Training sessions have been stimulat-ing and a challenge.

Poor Parallel


We are very concerned with the quality, location, and transportation costs of raw materials.

(Matches nouns)

We are very concerned with the quality, location, and transportation costs of raw materials.

(Matches nouns)

We are very concerned with the quality of raw materials, where they are located, and how much it costs to transport them.

We are very concerned with the quality of raw materials, where they are located, and how much it costs to transport them.

Poor Parallel



Serena takes the telephone orders, Matt locates the items in the ware-house, and Yolanda sends the items. (Matches active-voice verbs)

Serena takes the telephone orders, Matt locates the items in the ware-house, and Yolanda sends the items. (Matches active-voice verbs)

Serena takes the telephone orders, Matt locates the items in the ware-house, and the items are sent by Yolanda.

Serena takes the telephone orders, Matt locates the items in the ware-house, and the items are sent by Yolanda.

Poor Parallel



Quick Check

How could parallelism be improved in the following sentence?

Our knowledge management system focuses on the collecting, storing, and sharing of best practices.

Our knowledge management system focuses on the collecting, storage, and sharing of best practices.



The fall seminar is in October, the winter seminar is in December, and the spring seminar is in May.

The fall seminar is in October, December is scheduled for the winter seminar, and May is the month of the spring seminar.



We are pleased to recommend Elizabeth because she is sincere, reliable, and diligent.

We are pleased to recommend Elizabeth because she has sincerity, she is reliable, and she works with diligence.


Composing the First DraftComposing the First Draft

Complete all necessary research. Find a quiet place to concentrate and work. Prohibit calls, visitors, and interruptions. Organize information:

Scattergram Mind Map Outline. Decide whether to write quickly (freewriting)

OR revise as you go. Imagine you are talking to a reader or listener.

© 2010 Thomson South-WesternInstructor Only Version

ENDEND

Documents

© 2010 Thomson South-Western Instructor Only Version CHAPTER 3 Composing Business Messages Modified by M H Mortensen, 2011