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© Prentice Hall, 2007 Business Communication Essentials , 3e Chapter 5 - 1 Completing Completing Business Messages Business Messages

© Prentice Hall, 2007 Business Communication Essentials, 3eChapter 5 - 1 Completing Business Messages

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Page 1: © Prentice Hall, 2007 Business Communication Essentials, 3eChapter 5 - 1 Completing Business Messages

© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 5 - 1

Completing Completing Business MessagesBusiness Messages

Page 2: © Prentice Hall, 2007 Business Communication Essentials, 3eChapter 5 - 1 Completing Business Messages

© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 5 - 2

Three-Step Writing Three-Step Writing ProcessProcess

• Revising

• Producing

• Proofreading

• Distributing

Page 3: © Prentice Hall, 2007 Business Communication Essentials, 3eChapter 5 - 1 Completing Business Messages

© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 5 - 3

Revising the MessageRevising the Message

• Content

• Organization

• Style and tone

Page 4: © Prentice Hall, 2007 Business Communication Essentials, 3eChapter 5 - 1 Completing Business Messages

© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 5 - 4

Reviewing for Reviewing for ReadabilityReadability

• Vary sentence length

• Keep paragraphs short

• Use lists and bullets

• Add headings and subheadings

Page 5: © Prentice Hall, 2007 Business Communication Essentials, 3eChapter 5 - 1 Completing Business Messages

© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 5 - 5

Editing for ClarityEditing for Clarity

• Break up overly long sentences

• Rewrite hedging sentences

• Impose parallelism

• Correct dangling modifiers

Page 6: © Prentice Hall, 2007 Business Communication Essentials, 3eChapter 5 - 1 Completing Business Messages

© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 5 - 6

Editing for ClarityEditing for Clarity

• Reword long noun sequences

• Replace camouflaged verbs

• Clarify sentence structure

• Clarify awkward references

• Moderate your enthusiasm

Page 7: © Prentice Hall, 2007 Business Communication Essentials, 3eChapter 5 - 1 Completing Business Messages

© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 5 - 7

Editing for ConcisenessEditing for Conciseness

• Delete unnecessary words and phrases

• Shorten long words and phrases

• Eliminate redundancies

• Recast “It is/There are” starters

Page 8: © Prentice Hall, 2007 Business Communication Essentials, 3eChapter 5 - 1 Completing Business Messages

© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 5 - 8

Revising with Revising with TechnologyTechnology

• Revision tools

• Spell checker

• Grammar checker

• Thesaurus

• Style checker (from excellence)

Page 9: © Prentice Hall, 2007 Business Communication Essentials, 3eChapter 5 - 1 Completing Business Messages

© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 5 - 9

Producing the MessageProducing the Message

• Multimedia elements

• Design elements

Page 10: © Prentice Hall, 2007 Business Communication Essentials, 3eChapter 5 - 1 Completing Business Messages

© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 5 - 10

Multimedia ElementsMultimedia Elements

• Presentation software

• Graphics software

• Video clips and sound bites

• Hypertext markup language

Page 11: © Prentice Hall, 2007 Business Communication Essentials, 3eChapter 5 - 1 Completing Business Messages

© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 5 - 11

Design ElementsDesign Elements

• Consistency

• Balance

• Restraint

• Detail

Page 12: © Prentice Hall, 2007 Business Communication Essentials, 3eChapter 5 - 1 Completing Business Messages

© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 5 - 12

Design TechniquesDesign Techniques

• White space

• Margins

• Justification

• Typefaces

• Typestyles

Page 13: © Prentice Hall, 2007 Business Communication Essentials, 3eChapter 5 - 1 Completing Business Messages

© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 5 - 13

Using TechnologyUsing Technology

• Instant messaging

• Email systems

• Word processing

• Desktop publishing

• Web publishing

• Multimedia systems

Page 14: © Prentice Hall, 2007 Business Communication Essentials, 3eChapter 5 - 1 Completing Business Messages

© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 5 - 14

Technology FeaturesTechnology Features

• Templates and style sheets

• Page setup

• Column formatting

• Paragraph formatting

• Numbered and bulleted lists

• Tables and textboxes

• Pictures and objects

Page 15: © Prentice Hall, 2007 Business Communication Essentials, 3eChapter 5 - 1 Completing Business Messages

© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 5 - 15

Proofreading the Proofreading the MessageMessage

• Grammar, usage, and punctuation

• Spelling errors and typos

• Punctuation

• Design errors

• Missing material

• Overall format

Page 16: © Prentice Hall, 2007 Business Communication Essentials, 3eChapter 5 - 1 Completing Business Messages

© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 5 - 16

Proofreading AdviceProofreading Advice

• Make multiple passes

• Use perceptual tricks

• Focus on high-priority items

• Get some distance

• Stay focused and vigilant

• Exercise caution

Page 17: © Prentice Hall, 2007 Business Communication Essentials, 3eChapter 5 - 1 Completing Business Messages

© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 5 - 17

Distributing Your Distributing Your MessageMessage

• Cost concerns

• Convenience

• Time constraints

• Security and privacy

Page 18: © Prentice Hall, 2007 Business Communication Essentials, 3eChapter 5 - 1 Completing Business Messages

© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 5 - 18

Reviewing Key PointsReviewing Key Points

• Completing business messages– Revising– Producing– Proofreading– Distributing