Chapter 4 Preparing Spoken and Written Messages. Objectives 1. Apply techniques for developing effective sentences and unified and coherent paragraphs

Chapter 4

Preparing Spoken and Written Messages

Objectives

1. Apply techniques for developing effective sentences and unified and coherent paragraphs

2. Identify factors affecting readability and revise messages to improve readability

3. Prepare visually appealing documents that grab the receiver’s attention and increase comprehension

4. Revise and proofread a message for content, organization, and style; mechanics; and format and layout

Planning and Preparing Messages

Chapter 4 Lecture Slide

Step 4Organize the

message

Step 5Step 5Prepare the

first draft

Step 6Revise and proofread

for accuracy and desired impact

Craft Powerful Sentences

Use correct sentence structure Review pp. 127-129Review Appendix C

Rely on active voice Review pp. 128-129

Emphasize important ideas Review pp. 129-131

Coordinate Conjunctions — AND, BUT, SORequire only a comma to link independent clauses

The contract was approved, but the work was not completed. Susan was upset, so she left her job.

The contract was approved, but the work was not completed. Susan was upset, so she left her job.

Adverbial Conjunctions —THEREFORE, HOWEVER, NEVERTHELESSRequire a semicolon and a comma to link independent clauses

Omitted ConjunctionsRequire a semicolon to link independent clauses

The contract was approved; the work was not completed.Susan was upset; she left her job.

The contract was approved; the work was not completed.Susan was upset; she left her job.

The contract was approved; however, the work was not completed.Susan was upset; therefore, she left her job.

The contract was approved; however, the work was not completed.Susan was upset; therefore, she left her job.

Punctuating Compound SentencesChapter 4

Developing Coherent Paragraphs

Develop deductive and inductive paragraphs consistently

Link ideas to achieve coherence

Keep paragraphs unified

Vary sentence and paragraph length

Chapter 4


Position the topic sentence appropriately

Topic sentence-one sentence that identifies the central idea

Deductive-topic sentence precedes details

Inductive-topic sentence follow details


Link ideas to achieve coherence

Each sentence is in some way “linked” to the preceding sentences


Techniques

Repeat a word from the preceding sentence

Use a pronoun that represents a noun used in the preceding sentence

– …to take responsibility. It can be shared

Use connecting words

– However, therefore, yet, nevertheless, in addition

– “He wanted to on vacation. However, he had to complete his work.”


Keep paragraphs unified

Receivers expect the first paragraph to introduce a topic

Additional paragraphs discuss the topic

A final paragraph tie them together

In-between paragraphs should be arranged in a systematic sequence


Vary sentence and paragraph length

Short or average length are preferred

8-10 lines

Keeping all sentences the same length is undesirable

Figure 4-1

Planning and Preparing Messages

Improve readability─ Assess reading level to adjust to receiver’s needs

─ Use grammar checkers to calculate readability, locate grammatical errors,

and improve writing style

─ Apply visual enhancements to design appealing documents that are easy to

read

Revise and proofread using systematic procedures


Step 4Organize the

message

Step 5Prepare the

first draft

Step 6Step 6Revise and proofread

for accuracy and desired impact


Factors Affecting Readability

Desirable readability index

for business writing 8–11 grade

Difficulty of words Sentence length

Revise and Proofread

Use grammar checkers to improve readability

Select the checking style (casual, standard, formal, or technical)

Apply visual enhancements

Highlight important information

Use only when they aid comprehension


Use enumerations to emphasize units in a series

Bullets usually desired

Use numbers or letter if the series is critical (steps)


Headings

Signpost that direct the receiver from one section to another

– Major headings

– Subheadings

Tables and graphs clarify information

Lines and borders can focus attention

Procedures for Proofreading

1. Use spell check to locate keying errors and repeated words

2. Print a draft of the document3. Proofread several times

1st for content, organization, and style2nd for mechanical errors3rd if document is non-routine or complex

4. Edit for format and layout5. Print on high-quality paper


Cultivate a Frame of Mind for Effective Revising and Proofreading

Attempt to see things from your audience’s perspective rather than from your own

Revise documents until you cannot see further improvements

Allow others to make suggestions for improving your writing

Chapter 4

Tips for Writing Effectively at the Computer

Hone computer skills by continuing to learn new features that improve efficiency

Use physical appearance of documents to help organize and present ideas

Integrate the thinking and writing processes

Use spell check, thesaurus,

and grammar checker

Mark needed corrections on printed copy and reprintin final form

Chapter 4

Summary

1. Apply techniques for developing effective sentences and unified coherent paragraphs

2. Identify factors affecting readability and revise sentences to improve readability

3. Prepare visually appealing documents that grab the receiver’s attention and increase comprehension

4. Revise and proofread a message for content, organization, style, mechanics, format, and layout

Documents

Chapter 4 Preparing Spoken and Written Messages. Objectives 1. Apply techniques for developing effective sentences and unified and coherent paragraphs