Chapter 6Chapter 6
Organizing and Organizing and Writing Business Writing Business
MessagesMessages
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Copyright © 2006
Ch. 6, Slide 2
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Formal Research MethodsFormal Research Methods
• Access electronically – Internet, databases, CD-ROMs
• Search manually – books, articles, and other secondary sources
• Investigate primary sources – interviews, surveys, focus groups
• Experiment scientifically – tests with experimental and control groups
Ch. 6, Slide 3
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Informal Research and Informal Research and Idea GenerationIdea Generation
• Look in office files.
• Talk with your boss.
• Interview the target audience.
• Conduct an informal survey.
• Brainstorm for ideas.
• Develop a cluster diagram.
Ch. 6, Slide 4
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Using a Cluster Diagram Using a Cluster Diagram toto
Generate IdeasGenerate Ideas1. In the center of a clean sheet of paper,
write your topic name and circle it.
2. Around the circle, record any topic ideas that pop into your mind.
3. Circle each separate area.
4. Avoid censoring ideas.
5. If ideas seem related, join them with lines; don’t spend time on organization just yet.
Ch. 6, Slide 5
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Organizing DataOrganizing Data
• Listing and outlining
• Grouping ideas into patterns.• Direct pattern for receptive audiences• Indirect pattern for unreceptive audiences
Ch. 6, Slide 6
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Organizing Cluster Organizing Cluster Diagram Ideas Into Diagram Ideas Into
SubclustersSubclusters
• Analyze the idea generated in the original cluster diagram.
• Cross out ideas that are obviously irrelevant; simplify and clarify.
• Add new ideas that seem appropriate.
• Study the ideas for similarities.
Tips
Ch. 6, Slide 7
Mary Ellen Guffey, Business Communication: Process and Product, 5e
• Group similar ideas into classifications (such as Purpose, Content, Development, and Form).
• If the organization seems clear at this point, prepare an outline.
• For further visualization, make subcluster circles around each classification.
Organizing Cluster Organizing Cluster Diagram Ideas Into Diagram Ideas Into
SubclustersSubclusters Tips
Ch. 6, Slide 8
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Audience Response Audience Response Determines Pattern of Determines Pattern of
OrganizationOrganizationIf pleased If neutral
DIRECT PATTERN
Good News orMain Idea
If mildly interested
Ch. 6, Slide 9
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Audience Response Audience Response Determines Pattern of Determines Pattern of
OrganizationOrganizationIf unwilling oruninterested
If hostile
INDIRECT PATTERN
If displeased ordisappointed
Bad News orMain Idea
Ch. 6, Slide 10
Mary Ellen Guffey, Business Communication: Process and Product, 5e
ComposingComposing
Ch. 6, Slide 11
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Creating Effective Creating Effective SentencesSentences
• Recognize phrases and clauses.• Use short sentences.• Emphasize important ideas.• Use the active voice for most
sentences.• Use the passive voice to deemphasize
the performer and/or to be tactful.• Avoid dangling and misplaced
modifiers.
Ch. 6, Slide 12
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Recognizing Phrases Recognizing Phrases and Clausesand Clauses
• Clauses have subjects and verbs; phrases do not.
• Independent clauses are complete; dependent clauses are not.
• Phrases and dependent clauses cannot function as sentences.
• Independent Clause: They were eating cold pizza.• Dependent Clause: that they want to return for a refund• Phrase: to return for a refund
Ch. 6, Slide 13
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Using Short SentencesUsing Short Sentences
Sentence Length8 words
15 words
19 words
28 words
Comprehension Rate100%
90%
80%
50%
Source: American Press Institute
Ch. 6, Slide 14
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Emphasizing Important Emphasizing Important IdeasIdeas
• Position the most important idea at the beginning of the sentence.
• Make sure the most important idea is the subject of the sentence.
• Place the main idea in a short sentence.
Ch. 6, Slide 15
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Use the Active Voice forUse the Active Voice forMost SentencesMost Sentences
• Active voice: We lost money.
• Active voice: I sent the e-mail message yesterday.
(The subject is the performer.)
Ch. 6, Slide 16
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Use the Passive Voice To Use the Passive Voice To Deemphasize the Deemphasize the
Performer and/or To Be Performer and/or To Be TactfulTactful
• Passive voice: Money was lost (by us).
• Passive voice: The e-mail message was sent yesterday (by me).
(Passive voice test: Ask “By whom?” If you can fill in the performer, the verb is probably in the passive voice.)
Ch. 6, Slide 17
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Avoid Dangling Avoid Dangling ModifiersModifiers
• Dangling modifier: To be hired, an application must be completed.
Revision: To be hired, you must complete an application.
Revision: To be hired, fill out an application. (In the last example, you is understood to be the subject of fill.)
Ch. 6, Slide 18
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Avoid Misplaced Avoid Misplaced ModifiersModifiers
• Misplaced modifier: The patient was referred to a psychiatrist with a severe emotional problem.
Revision: The patient with a severe emotional problem was referred to a psychiatrist.
Ch. 6, Slide 19
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Effective ParagraphsEffective Paragraphs
Ch. 6, Slide 20
Mary Ellen Guffey, Business Communication: Process and Product, 5e
• Drafting effective paragraphs• Discuss only one topic in each paragraph.
• Arrange sentences in a strategic plan.
• Link ideas to build coherence.
• Use transitional expressions for coherence.
• Compose short paragraphs for effective business messages.
Effective ParagraphsEffective Paragraphs
Ch. 6, Slide 21
Mary Ellen Guffey, Business Communication: Process and Product, 5e
• Discussing only one topic in each paragraph
• Group similar ideas together.
• Start a new paragraph for each new topic.
Effective ParagraphsEffective Paragraphs
Ch. 6, Slide 22
Mary Ellen Guffey, Business Communication: Process and Product, 5e
• Direct Plan: main sentence followed by supporting sentences (for defining, classifying, illustrating, and describing ideas)
• Pivoting Plan: limiting sentences, main sentence, supporting sentences (for comparing and contrasting)
• Arranging Sentences in a Strategic Plan
Effective ParagraphsEffective Paragraphs
Ch. 6, Slide 23
Mary Ellen Guffey, Business Communication: Process and Product, 5e
• Indirect Plan: supporting sentences, main sentence (for describing causes followed by effects)
• Arranging Sentences in a Strategic Plan
Effective ParagraphsEffective Paragraphs
Ch. 6, Slide 24
Mary Ellen Guffey, Business Communication: Process and Product, 5e
• Linking ideas to build coherence• Sustain the key idea by repeating or
rephrasing it.
• Use a pronoun (. . . to fulfill three goals. They are . . .).
• Dovetail sentences. Connect the beginning of each new sentence with a word from the end of the previous sentence (. . . to hire new employees. These employees . . .).
Effective ParagraphsEffective Paragraphs
Ch. 6, Slide 25
Mary Ellen Guffey, Business Communication: Process and Product, 5e
• Using transitional expressions for coherence
• Recommended expressions:• additionally
• also
• as a result
• for example
• in other words
• therefore
Effective ParagraphsEffective Paragraphs
Ch. 6, Slide 26
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Document for AnalysisDocument for AnalysisRevisionRevision
Activity 6.1Activity 6.1
Ch. 6, Slide 27
Mary Ellen Guffey, Business Communication: Process and Product, 5e
To: All Southeast Division Employees
To help you make better hardware and software selections that benefit you and the Southeast Division, the Systems Development Department has developed three steps we'd like you to follow in making any future purchases.
1. Contact SDD when you begin your search for hardwareor software. Our staff is very knowledgeable about personal
computers, word processing programs, and other software. As a result, we can provide you with invaluable assistance in making the best selection for your needs at the best possible prices.
To: All Southeast Division Employees
To help you make better hardware and software selections that benefit you and the Southeast Division, the Systems Development Department has developed three steps we'd like you to follow in making any future purchases.
1. Contact SDD when you begin your search for hardwareor software. Our staff is very knowledgeable about personal
computers, word processing programs, and other software. As a result, we can provide you with invaluable assistance in making the best selection for your needs at the best possible prices.
Activity 6.1
Ch. 6, Slide 28
Mary Ellen Guffey, Business Communication: Process and Product, 5e
2. Present a written proposal and a purchase request form for approval. The proposal must establish the need for computer
equipment and analyze the benefits resulting from thepurchase. Also include an itemized statement of costs for allproposed hardware and software.
3. Coordinate all future purchases with SDD. After yourequipment or software arrives, be sure to continue toschedule all purchases through SDD. In this way, we canhelp maintain compatibility; your computer can "talk" with
those of your colleagues in the division. We can also help you develop a library of resources to share.
2. Present a written proposal and a purchase request form for approval. The proposal must establish the need for computer
equipment and analyze the benefits resulting from thepurchase. Also include an itemized statement of costs for allproposed hardware and software.
3. Coordinate all future purchases with SDD. After yourequipment or software arrives, be sure to continue toschedule all purchases through SDD. In this way, we canhelp maintain compatibility; your computer can "talk" with
those of your colleagues in the division. We can also help you develop a library of resources to share.
Activity 6.1
Ch. 6, Slide 29
Mary Ellen Guffey, Business Communication: Process and Product, 5e
If you follow these three steps, we'll all benefit from acoordinated purchase effort. Call me at X466 if you have anyquestions.
If you follow these three steps, we'll all benefit from acoordinated purchase effort. Call me at X466 if you have anyquestions.
Activity 6.1
Ch. 6, Slide 30
Mary Ellen Guffey, Business Communication: Process and Product, 5e
Organizing Data OutlineOrganizing Data OutlineActivity 6.2Activity 6.2
I.Before purchase
II.Purchase authorization
III.After purchase
Ch. 6, Slide 31
Mary Ellen Guffey, Business Communication: Process and Product, 5e
A. Let us help you make a decision.
B. Our knowledgeable staff is available for consultation.
C. We know personal computers, word processing
programs, and other software.
I. Before purchaseI. Before purchaseActivity 6.2
Ch. 6, Slide 32
Mary Ellen Guffey, Business Communication: Process and Product, 5e
II. Purchase II. Purchase authorizationauthorization
A. Present written proposal. 1. Describe need for equipment.
2. Analyze benefits resulting from purchase.
3. Itemize costs for all hardware and software.
B. Prepare purchase request form for approval.
Activity 6.2
Ch. 6, Slide 33
Mary Ellen Guffey, Business Communication: Process and Product, 5e
III. After purchaseIII. After purchaseA. Coordinate all future hardware
and software purchases to facilitate compatibility.
1. Allows computers to “talk” to each other.
2. Develops a library of resources for the entire division.
Activity 6.2
Ch. 6, Slide 34
Mary Ellen Guffey, Business Communication: Process and Product, 5e
EndEnd