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Chapter 5 Print and Electronic Messages 5

Chapter 05 business communication

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Page 1: Chapter 05 business communication

Chapter 5 Print and Electronic Messages

5

Page 2: Chapter 05 business communication

Chapter 5 Krizan Business Communication ©2005 2

Oral and written messages have advantages and disadvantages.

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Chapter 5 Krizan Business Communication ©2005 3

Advantages of written messages includeProviding a permanent

record Giving time for studyAllowing revision

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Chapter 5 Krizan Business Communication ©2005 4

Disadvantages of written messages includeMore formalSlow transmissionSlow feedbackExpensive storage

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Chapter 5 Krizan Business Communication ©2005 5

The three-step process for developing written messages includesPlanningDrafting Finalizing

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Chapter 5 Krizan Business Communication ©2005 6

Step 1Plan the Message

Planning or prewriting takes place before thoughts are written

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Chapter 5 Krizan Business Communication ©2005 7

Planning or prewriting involves

Analyzing the situationEstablishing primary and

secondary purposesAnalyzing the receiver

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Chapter 5 Krizan Business Communication ©2005 8

Also important to this process are

Selecting type of messageChoosing organizational

planOutlining message content

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Chapter 5 Krizan Business Communication ©2005 9

Step 2Draft the Message

Using mental or recorded notes to draft your message

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Chapter 5 Krizan Business Communication ©2005 10

“Get your thoughts on paper” by focusing on content and using the you-viewpoint.

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Chapter 5 Krizan Business Communication ©2005 11

Step 3Finalize the MessageRevise contentEdit for mechanical errorsProofread to check for

content and mechanical errors

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Chapter 5 Krizan Business Communication ©2005 12

Electronic messaging has evolved into an effective, inexpensive method for communication in today’s business world.

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E-mail messages should

Have a descriptive subject line

Cover one topicBe brief

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Chapter 5 Krizan Business Communication ©2005 14

Other tips for writing e-mailUse attachments wiselyChoose “reply” for correct

addressEdit subject lineDelete unnecessary text

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Chapter 5 Krizan Business Communication ©2005 15

Remember to

Respect confidentiality Proofread every message

before sending

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Web sites are a series of related web pages.

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All effective Web sites include

Specific purposeInformational contentAppealing designCurrent data

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Web site designers should also pay particular attention to technical issues.

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Predict how e-mail and e-commerce will affect business in the next five years.