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© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 5 - 1
Completing Completing Business MessagesBusiness Messages
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 5 - 2
Three-Step Writing Three-Step Writing ProcessProcess
• Revising
• Producing
• Proofreading
• Distributing
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 5 - 3
Revising the MessageRevising the Message
• Content
• Organization
• Style and tone
© 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
© 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
© 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
© 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
© 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)
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 5 - 9
Producing the MessageProducing the Message
• Multimedia elements
• Design elements
© 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
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 5 - 11
Design ElementsDesign Elements
• Consistency
• Balance
• Restraint
• Detail
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 5 - 12
Design TechniquesDesign Techniques
• White space
• Margins
• Justification
• Typefaces
• Typestyles
© 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
© 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
© 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
© 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
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 5 - 17
Distributing Your Distributing Your MessageMessage
• Cost concerns
• Convenience
• Time constraints
• Security and privacy
© Prentice Hall, 2007 Business Communication Essentials, 3e Chapter 5 - 18
Reviewing Key PointsReviewing Key Points
• Completing business messages– Revising– Producing– Proofreading– Distributing