Embed Size (px)
Citation preview
The OfficeProcedures and Technology
Chapter 4
Communicating in Written Form
Copyright© 2007 Thomson/South-Western
Slide 2
Purposes for Reading at Work
Learning about the company Following instructions on forms Using references/databases Responding to inquiries Other job duties
Topic 4-1 Reading and Writing at Work
Slide 3
Purposes for Reading at Work
Understanding instructions for equipment or software
Topic 4-1 Reading and Writing at Work
Slide 4
Comprehension
Topic 4-1 Reading and Writing at Work
Understanding what you have read Practice techniques can improve skill
Focus Sequence Identify purpose Draw a mental picture Scan Checkup Summarize Reread
Slide 5
Vocabulary
Words you know and understand Determine meaning from context or by
considering word parts Check the meaning in a dictionary or other
reference
Topic 4-1 Reading and Writing at Work
Slide 6
Speed
Topic 4-1 Reading and Writing at Work
Rate at which you read Improve reading rate with practice Focus on an entire paragraph Time your reading and set goals Force yourself ahead as you read
Slide 7
Writing at Work
Communicating policies and procedures Communicating plans or progress Seeking or providing information Sending messages to customers Following up oral discussions
Topic 4-1 Reading and Writing at Work
Editor: person who reviews written material to suggest changes in wording, organization, or content
Key Term
Slide 8
Reviewing Writing for Others
Identify the writer’s purpose Judge for effectiveness Make candid suggestions
Topic 4-1 Reading and Writing at Work
Use software features to track changes when editing documents
Use software features to track changes when editing documents
Slide 9
Characteristics of Effective Writing
Topic 4-1 Reading and Writing at Work
Clear Concise Courteous Complete Correct
Which message is clear, concise, and complete?
Which message is clear, concise, and complete?
Slide 10
Manage Writing Tasks
Identify the purpose and secure information Compose a draft
Topic 4-1 Reading and Writing at Work
Draft: a rough or preliminary version of a message
Key Term
Review and revise Prepare the final copy Break large projects into small parts Schedule time to complete each part
Slide 11
Drafting Documents
Consider the Purpose Message Audience Desired response
Topic 4-2 Business Correspondence
All your travel needs can now be met through The Traveler Agency’s full range of travel services. As a frequent business traveler, you are eligible for special travel discount packages.
This message considers the audience by using the “you” approach
This message considers the audience by using the “you” approach
Slide 12
Revising Documents
Consider Word choice
Topic 4-2 Business Correspondence
Tone: a style or manner of writing that shows a certain attitude
Key Term
Transitions Order of content points Consistency
Slide 13
Proofreading
Verify changes from the editing phase Use a spell checker Complete a detailed
manual check Mark changes
using proofreaders’ marks
Topic 4-2 Business Correspondence
Slide 14
Positive or Neutral Message
Use the direct approach Present the main points Give specific, complete information
Topic 4-2 Business Correspondence
Slide 15
Negative Message
Build understanding for a negative response State the negative news Try to keep goodwill
Topic 4-2 Business Correspondence
Slide 16
Persuasive Message
Gain the reader’s attention Stimulate interest in the topic Give an opportunity to act Examples
Sales letters Solicitation letters Advertisements
Topic 4-2 Business Correspondence
Slide 17
Business Letters
Topic 4-2 Business Correspondence
Formal type of written communication Typically sent to someone outside the company Create an impression of the writer and the
company Provide a long-lasting record of communication
Slide 18
Letter Parts
Topic 4-2 Business Correspondence
Standard Optional
Printed letterhead Mailing notation
Date Attention and subject lines
Letter address Enclosure and cover notations
Salutation Copy notation
Body Postscript
Complimentary close Reference initials
Signature block Multiple-page heading
Slide 19
Letter Formats
Topic 4-2 Business Correspondence
Block All lines begin at the left margin Open or mixed punctuation may be used
Modified block Date, complimentary close, and signature block
begin at the horizontal center point Paragraphs may be indented 0.5 inch
Slide 20
Modified Block Letter Sample
Topic 4-2 Business Correspondence
Letterhead
Date
Letter address
Salutation
Body
Complimentary close
Name and title
Reference initials
Slide 21
Second-Page Heading
Placed in header Used to identify pages of a letter or memo
Topic 4-2 Business Correspondence
Heading includes:Recipient’s namePage numberDate
Slide 22
Envelopes
Used for business letters or memos Letter address
Use all capital letters Omit punctuation except in postal code
Return address Use punctuation Use traditional capitalization
Topic 4-2 Business Correspondence
Slide 23
Envelope Sample
Topic 4-2 Business Correspondence
4 inches
2 inches
Slide 24
Memos
Informal business documents
Use instead of e-mail for confidential messages
Topic 4-2 Business Correspondence
Slide 25
Electronic transfer of messages Appropriate for informal messages
Topic 4-2 Business Correspondence
Slide 26
Desktop Publishing Guidelines
Use consistency in the design Use ample white space Consider balance and contrast in the design Use relevant artwork or photos Limit the number of fonts in a document Avoid widow lines Obtain permission to use copyrighted material
Topic 4-2 Business Correspondence
Slide 27
Based on data gathered in normal business operations
Can be in formal or informal style Are often memo reports
Informational Reports
Topic 4-3 Business Reports and Related Documents
Slide 28
Memo Report Sample
Topic 4-3 Business Reports and Related Documents
Slide 29
Analytical Reports
Topic 4-3 Business Reports and Related Documents
Often complex and detailed Usually require research Often written in a formal style
Slide 30
Unbound Report Sample
Topic 4-3 Business Reports and Related Documents
Report title
Body
Side heading
Long quotation
Slide 31
Unbound Report Page 2
Topic 4-3 Business Reports and Related Documents
Page number in header
Pie chart
Slide 32
Writing Guidelines for Reports
Topic 4-3 Business Reports and Related Documents
Focus on the report purpose and audience Plan the writing Write a first draft and plan visuals Revise text and finalize visuals Present the report
Slide 33
Tables
Summarize or compare data Should be self-explanatory
Topic 4-3 Business Reports and Related Documents
Simple tables might not contain column headings or totals
Simple tables might not contain column headings or totals
Slide 34
Graphs
Topic 4-3 Business Reports and Related Documents
Data displayed in pictorial format Easier to understand than blocks of numbers Common formats
Pie Line Bar
A pie chart shows the relationship of a part to the whole
A pie chart shows the relationship of a part to the whole
Slide 35Topic 4-3 Business Reports and Related Documents
Focus On …
Voice Recognition Systems Convert voice into digital form for
processing by computers A practical alternative to keyboarding Particularly useful for repetitive tasks Increase office productivity
