Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 5 - 1
Completing Completing Business MessagesBusiness Messages
Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 5 - 2
Revising Your MessageRevising Your Message
• Content
• Readability
• Clarity
• Conciseness
Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 5 - 3
The Three-Step ProcessThe Three-Step Process
Writing CompletingPlanning
Analyze Situation
Gather Information
Select Medium
Get Organized
Revise
Produce Message
Proofread Message
Distribute Message
Adapt to the Audience
Composethe Message
Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 5 - 4
The Revision ProcessThe Revision Process
• Content
• Organization
• Style and tone
Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 5 - 5
Reviewing for Reviewing for ReadabilityReadability
• Vary sentence length
• Keep paragraphs short
• Use lists and bullets
• Add headings and subheadings
Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 5 - 6
Editing for ClarityEditing for Clarity
• Improve sentence style
• Impose parallelism
• Correct dangling modifiers
• Reword long noun sequences
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Editing for ClarityEditing for Clarity
• Replace camouflaged verbs
• Clarify sentence structure
• Clarify awkward references
• Moderate your enthusiasm
Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 5 - 8
Editing for ConcisenessEditing for Conciseness
• Delete unnecessary words and phrases
• Shorten long words and phrases
• Eliminate redundancies
• Recast “It is/There are” starters
Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 5 - 9
Evaluate, Edit, and Revise Evaluate, Edit, and Revise the Work of Othersthe Work of Others
• Help the writer succeed
• Understand the writer’s intent
Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 5 - 10
Revising with Revising with TechnologyTechnology
• Cut and paste
• Revision marks
• Spell checker
• Thesaurus
• Search and replace
• Commenting
• Grammar checker
• Style checker
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Producing the MessageProducing the Message
• Production quality
• Professionalism
• Importance
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Multimedia SupportMultimedia Support
• Graphics
• Sound
• Video
• Hypertext
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Design for ReadabilityDesign for Readability
• Consistency
• Balance
• Restraint
• Detail
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Design TechniquesDesign Techniques
• White space
• Margins
• Justification
• Typefaces
• Type styles
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Production TechnologyProduction Technology
Templates and style sheetsPage setup featuresColumn and paragraph formattingNumbered and bulleted listsInformation in tablesPhotos, images, textboxes, and objects
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Proofreading AdviceProofreading Advice
• Making multiple passes
• Using perceptual tricks
• Focusing on high-priority items
• Getting some distance
• Staying focused and vigilant
• Exercising caution
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Distributing MessagesDistributing Messages
• Cost concerns
• Convenience
• Time constraints
• Security and privacy
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