© 2010 thomson south-western instructor only version chapter 3 composing business messages modified...
Post on 29-Dec-2015
213 Views
Preview:
TRANSCRIPT
© 2010 Thomson South-WesternInstructor Only Version
CHAPTER 3CHAPTER 3
Composing Composing Business Business MessagesMessages
Modified by M H Mortensen, 2011
Chapter 1, Slide 2Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 2Mary Ellen Guffey, Essentials of Business Communication, 8e
Chapter 1, Slide 3Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 3Mary Ellen Guffey, Essentials of Business Communication, 8e
Avoiding Writer’s Block
Scattergram Mind Map
Getting a dogWhat kind?
Chinook?
Large
Small
Who will walk?Cos
t
How long w
ill it l
ive?
Vet bills
Exer
cise
What do we doabout vacations?
http://www.mind-mapping.co.uk/mind-maps-examples.htm
See, for examples:
Chapter 1, Slide 4Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 4Mary Ellen Guffey, Essentials of Business Communication, 8e
Organizing Information Into an Outline
Chapter 3, Slide 5Mary Ellen Guffey, Essentials of Business Communication, 8e
Tips for Making OutlinesTips for Making Outlines
Tips: Define main topic in title. Divide the topic into three to five main points. Break the components into subpoints. Make each component exclusive
(no overlapping). Don't put a single item under a major
component. Use details and evidence to support subpoints.
Chapter 1, Slide 6Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 6Mary Ellen Guffey, Essentials of Business Communication, 8e
OrganizingOrganizingBusinessBusinessMessagesMessages
OrganizingOrganizingBusinessBusinessMessagesMessages
DIRECT STRATEGYDIRECT STRATEGY
Main idea comesfirst followed by
details and explanations
Main idea comesfirst followed by
details and explanations
Chapter 1, Slide 7Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 7Mary Ellen Guffey, Essentials of Business Communication, 8e
Chapter 1, Slide 8Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 8Mary Ellen Guffey, Essentials of Business Communication, 8e
OrganizingOrganizingBusinessBusinessMessagesMessages
OrganizingOrganizingBusinessBusinessMessagesMessages INDIRECT STRATEGYINDIRECT STRATEGY
Explanation precedes main idea
Explanation precedes main idea
Chapter 1, Slide 9Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 9Mary Ellen Guffey, Essentials of Business Communication, 8e
Chapter 1, Slide 10Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 10Mary Ellen Guffey, Essentials of Business Communication, 8e
AdvantagesAdvantagesAdvantagesAdvantages
DIRECT STRATEGYDIRECT
STRATEGY
Saves reader’s time Sets a proper frame of mind Prevents frustration Appears businesslike
INDIRECT STRATEGYINDIRECT STRATEGY
Respects feelings of audience Encourages a fair hearing Minimizes a negative reaction
Chapter 1, Slide 11Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 11Mary Ellen Guffey, Essentials of Business Communication, 8e
Useful whenUseful whenUseful whenUseful when
DIRECT STRATEGYDIRECT
STRATEGY
Receiver is receptive Receiver requires no education
about topic Message is routine
INDIRECT STRATEGYINDIRECT STRATEGY
Receiver may be upset or hostile
Receiver must be persuaded or educated
Message is sensitive
Chapter 3, Slide 12Mary Ellen Guffey, Essentials of Business Communication, 8e
Effective SentencesEffective Sentences
subject verb
Employees send many e-mail messages.
CompleteSentences PhrasesClauses
Complete sentences have subjects and verbs and make sense
(are capable of standing alone).
Chapter 3, Slide 13Mary Ellen Guffey, Essentials of Business Communication, 8e
Effective SentencesEffective Sentences
Clauses also have subjects and verbs. Independent clauses can stand alone. Dependent clauses rely on independent
clauses for their meaning.
CompleteSentences PhrasesClauses
dependent clause independent clauseWhen you speak, you reveal yourself.
Chapter 3, Slide 14Mary Ellen Guffey, Essentials of Business Communication, 8e
Effective SentencesEffective Sentences
Phrases are groups of relatedwords without subjects and verbs.
CompleteSentences PhrasesClauses
phrase phrase
In the afternoon, I work at the mall.
Chapter 1, Slide 15Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 15Mary Ellen Guffey, Essentials of Business Communication, 8e
Fragment
Even though the pay was low. Many candidates
applied.
Revision:Even though the pay was low, many candidates applied.
Avoidsentence
fragments.
Chapter 1, Slide 16Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 16Mary Ellen Guffey, Essentials of Business Communication, 8e
Fused Sentences
Two candidates applied only one was hired.
Avoidsentence
fragments.
Avoid run-on (fused)sentences.
Revisions:Two candidates applied. Only one was hired.
Two candidates applied; only one was hired.
Two candidates applied, but only one was hired.
Chapter 1, Slide 17Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 17Mary Ellen Guffey, Essentials of Business Communication, 8e
Comma Splice
Many were qualified, Jeff was hired.
Avoidsentence
fragments.
Avoidcomma-splice
sentences.
Avoid run-on (fused)sentences.
Revisions:Many were qualified. Jeff was hired.Many were qualified; Jeff was hired.Many were qualified; however, Jeff was hired.Many were qualified, but Jeff was hired.
Chapter 1, Slide 18Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 18Mary Ellen Guffey, Essentials of Business Communication, 8e
Quick Check
Revise the following to avoid fragments, run-on sentences, and comma-splices.
You can create a Web-based job portfolio; it will impress potential employers.
You can create a Web-based job portfolio it will impress potential employers.
Send a scannable résumé. When you apply for a job.
Send a scannable résumé when you apply for a job.
Chapter 1, Slide 19Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 19Mary Ellen Guffey, Essentials of Business Communication, 8e
Although technical skills are important, communication skills are also in great demand.
College used to be for young people; however, many older students now seek degrees.
Although technical skills are important. Communication skills are also in great demand.College used to be for young people, however many older students now seek degrees.
Revise the following to avoid fragments, run-on sentences, and comma-splices.
Chapter 1, Slide 20Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 20Mary Ellen Guffey, Essentials of Business Communication, 8e
Technology is changing the business world. People are writing more messages than ever before. OR: Technology is changing the business world; people are . . . .
Technology is changing the business world people are writing more messages than ever before.
Revise the following to avoid fragments, run-on sentences, and comma-splices.
Chapter 1, Slide 21Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 21Mary Ellen Guffey, Essentials of Business Communication, 8e
Executives are busy. They won't read wordy messages and reports. OR: Executives are busy; they won't read . . . .
Executives are busy, they won't read wordy messages and reports.
Revise the following to avoid fragments, run-on sentences, and comma-splices.
Chapter 3, Slide 22Mary Ellen Guffey, Essentials of Business Communication, 8e
Emphasis Through Emphasis Through MechanicsMechanics
Emphasis Through Emphasis Through MechanicsMechanics
Underlining:Which of these methods do you prefer?
Italics and Boldface:
The use of boldface and italics captures the reader’s attention.
All Caps:Notice how EXPENSE-FREE VACATION stands out.
Chapter 3, Slide 23Mary Ellen Guffey, Essentials of Business Communication, 8e
Tabulation: Listing items vertically emphasizes them:
1. First item2. Second item3. Third item
Dashes:
Other methods–including dashes–may be used.
Emphasis Through Emphasis Through MechanicsMechanics
Emphasis Through Emphasis Through MechanicsMechanics
Chapter 3, Slide 24Mary Ellen Guffey, Essentials of Business Communication, 8e
Active- and Passive-Voice VerbsActive- and Passive-Voice Verbs
Active-voice verbs show the subject performing the action.
Most major employers require drug testing. (Active voice; the subject is acting)
Dr. Smith recommended Tina for the job. (Active voice; the subject is acting)
Chapter 3, Slide 25Mary Ellen Guffey, Essentials of Business Communication, 8e
In passive-voice sentences, the subject is being acted upon. Passive-voice verbs require helper verbs:
Active- and Passive-Voice VerbsActive- and Passive-Voice Verbs
Drug testing is required by most major employers.(Passive voice; the subject is being acted upon)
Tina was recommended for the job by Dr. Smith.(Passive voice; the subject is being acted upon)
Chapter 3, Slide 26Mary Ellen Guffey, Essentials of Business Communication, 8e
Active- and Passive-Voice VerbsActive- and Passive-Voice Verbs
Use the active voice for most business writing.
Use the passive voice to emphasize an action or the recipient of the action–rather than the actor (New laws were passed; drunk drivers were targeted).
Use the passive voice to break bad news (Although your lease cannot be renewed, we can offer . . . ).
Chapter 1, Slide 27Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 27Mary Ellen Guffey, Essentials of Business Communication, 8e
Quick Check
Convert the following sentences to active voice. You may have to add a subject.
Our membership meeting was postponed by the president.
The résumés of job candidates are sorted quickly by the software program Resumix.
The president postponed our membership meeting.
The software program Resumix sorts résumés of job candidates quickly.
Chapter 1, Slide 28Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 28Mary Ellen Guffey, Essentials of Business Communication, 8e
Convert the following sentences to active voice. You may have to add a subject.
All team messages are sent by e-mail.
Drug tests are required of all new employees.
Team members send all messages by e-mail.
The company requires drug tests for all new employees.
Chapter 1, Slide 29Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 29Mary Ellen Guffey, Essentials of Business Communication, 8e
Convert the following sentences to active voice. You may have to add a subject.
We were given our orders by the manager.
Our intranet is used by employees to complete forms.
The manager gave us our orders.
Employees use our intranet to complete forms.
Chapter 1, Slide 30Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 30Mary Ellen Guffey, Essentials of Business Communication, 8e
Convert the following sentences to passive voice.
We must delay shipment of your merchandise because of heavy demand.
Management rejected our plan.
Your merchandise shipment must be delayed because of heavy demand.
Our plan was rejected by management.
Chapter 1, Slide 31Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 31Mary Ellen Guffey, Essentials of Business Communication, 8e
Convert the following sentences to passive voice.
The technician could not install the computer program.
Someone did not submit the accounting statement on time.
The computer program could not be installed.
The accounting statement was not submitted on time.
Chapter 3, Slide 32Mary Ellen Guffey, Essentials of Business Communication, 8e
Developing ParallelismDeveloping ParallelismDeveloping ParallelismDeveloping Parallelism
Parallel expression uses balanced construction. Match nouns with nouns, verbs with verbs, phrases with phrases, and clauses with clauses.
Training sessions have been stimulat-ing and challenging.
(Matches -ing verbals)
Training sessions have been stimulat-ing and challenging.
(Matches -ing verbals)
Training sessions have been stimulat-ing and a challenge.
Training sessions have been stimulat-ing and a challenge.
Poor Parallel
Chapter 3, Slide 33Mary Ellen Guffey, Essentials of Business Communication, 8e
We are very concerned with the quality, location, and transportation costs of raw materials.
(Matches nouns)
We are very concerned with the quality, location, and transportation costs of raw materials.
(Matches nouns)
We are very concerned with the quality of raw materials, where they are located, and how much it costs to transport them.
We are very concerned with the quality of raw materials, where they are located, and how much it costs to transport them.
Poor Parallel
Developing ParallelismDeveloping ParallelismDeveloping ParallelismDeveloping Parallelism
Chapter 3, Slide 34Mary Ellen Guffey, Essentials of Business Communication, 8e
Serena takes the telephone orders, Matt locates the items in the ware-house, and Yolanda sends the items. (Matches active-voice verbs)
Serena takes the telephone orders, Matt locates the items in the ware-house, and Yolanda sends the items. (Matches active-voice verbs)
Serena takes the telephone orders, Matt locates the items in the ware-house, and the items are sent by Yolanda.
Serena takes the telephone orders, Matt locates the items in the ware-house, and the items are sent by Yolanda.
Poor Parallel
Developing ParallelismDeveloping ParallelismDeveloping ParallelismDeveloping Parallelism
Chapter 1, Slide 35Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 35Mary Ellen Guffey, Essentials of Business Communication, 8e
Quick Check
How could parallelism be improved in the following sentence?
Our knowledge management system focuses on the collecting, storing, and sharing of best practices.
Our knowledge management system focuses on the collecting, storage, and sharing of best practices.
Chapter 1, Slide 36Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 36Mary Ellen Guffey, Essentials of Business Communication, 8e
How could parallelism be improved in the following sentence?
The fall seminar is in October, the winter seminar is in December, and the spring seminar is in May.
The fall seminar is in October, December is scheduled for the winter seminar, and May is the month of the spring seminar.
Chapter 1, Slide 37Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 37Mary Ellen Guffey, Essentials of Business Communication, 8e
How could parallelism be improved in the following sentence?
We are pleased to recommend Elizabeth because she is sincere, reliable, and diligent.
We are pleased to recommend Elizabeth because she has sincerity, she is reliable, and she works with diligence.
Chapter 3, Slide 38Mary Ellen Guffey, Essentials of Business Communication, 8e
Composing the First DraftComposing the First Draft
Complete all necessary research. Find a quiet place to concentrate and work. Prohibit calls, visitors, and interruptions. Organize information:
Scattergram Mind Map Outline. Decide whether to write quickly (freewriting)
OR revise as you go. Imagine you are talking to a reader or listener.
top related