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© Prentice Hall, 2008 Business Communication Today, 9e Chapter 6 - 1
Completing Business Messages
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 6 - 2
Planning Writing Completing
Analyze Situation
Gather Information
Select Medium
Get Organized
Revise
Produce
Proofread
Distribute
Adapt to
the Audience
Compose
the Message
Three-Step Writing Process
Completing Business Messages
1. Revising your Message
2. Writing Techniques to Improve
Readability
3. Editing for Clarity and Conciseness
4. Tips to Concise your Message
5. Designing for Readability
6. Proofreading your Message
7. Distributing your Message
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 6 - 4
Moving Beyond the First Draft
Final Draft
Content, Organization,
Style, and Tone
Overall
Readability
Clarity and
Conciseness
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 6 - 5
Revising the Message
Content
Style and Tone
Organization
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 6 - 6
Reviewing for Readability
Flesch-Kincaid
Grade Level Score
Flesch Reading
Ease Score
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 6 - 7
Increasing “Skim” Value
Sentences
Headings
Listed Items
Paragraphs
Editing for Clarity1. Break up overly long sentences.
2. Rewrite hedging sentences.
3. Impose parallelism.
4. Correct dangling modifiers.
5. Reword long noun sequences.
6. Replace camouflaged verbs.
7. Clarify sentence structure.
8. Clarify awkward references.
9. Moderate your enthusiasm.
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 6 - 9
Editing for Clarity T 6.2
Sentence Style
Faulty Parallelism
T 6.1
Dangling Modifiers
Long Noun Sequences
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 6 - 10
Editing for Clarity T 6.2
Camouflaged Verbs
Sentence Structure
Awkward References
Excess Enthusiasm
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 6 - 11
Editing for Conciseness T 6.3
Wordy Constructions
Long Words or Phrases
Redundant Wording
“It is/There are” Starters
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 6 - 12
Revising with Technology
Grammar
Checker Thesaurus
Style
Checker
Revision
Tools
Spell
Checker
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 6 - 13
Producing the Message
Multimedia
Elements
Design
Elements
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 6 - 14
Multimedia Elements
Presentation
Software
Video Clips
and Sound Bites
Graphics
Software
Hypertext Markup
Language
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 6 - 15
Designing for Readability
Message
Effectiveness
Audience
Perceptions
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 6 - 16
Design Elements
Consistency
Balance
Detail
Restraint
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 6 - 17
Design Techniques
White Space
Margins
Justification
Typefaces
Type Styles
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 6 - 18
Using Technology
Paragraph
Formatting
Numbered and
Bulleted Lists
Tables and
Textboxes
Pictures
and Objects
Templates and
Style Sheets
Page
Setup
Column
Formatting
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 6 - 19
Format for Business-LettersLetterhead
StationeryXXXXXXXXXXXXXXXXXXX
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xxxxxxxxxxxxxx,
xxxxxxxxxxxxxx
xxxxxxxxxxxxxxxxxx
DateInside
AddressSalutation
The
Message
Complimentary
CloseSignature
Block
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 6 - 20
XXXXXXXXXXXXXXX
XX: xxxxxxxxxxxxxxxx
XXXX: xxxxxxxxxx
XXXX: xxxxxxxxxx
XXXXXXX: xxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
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Format for Memos
Memo
Title
Headings
The
Message
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 6 - 21
Proofreading Your Message
Edited Copy Final Report
Grammar and
Usage
Punctuation Design Errors
Missing Material Overall Format
Spelling Errors
and Typos
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 6 - 23
Proofreading Advice
• Make multiple passes – one aspect at a time.
• Use perceptual tricks
– Reading backward
– Placing finger under text
– Making slit to reveal one line at a time
– Reading aloud
– Temporary reformatting
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 6 - 24
Proofreading Advice
• Double-check high-priority items – figures etc.
• Give some distance
• Be vigilant
• Stay focused
• Review hardcopy documents
• Take your time
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 6 - 25
Distributing the Message
Cost Concerns
Convenience
Time Constraints
Security and Privacy
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 6 - 26
Evaluating Content
• Is the information accurate?
• Is the information relevant?
• Is the information adequate?
• Balance between general and specific
information.
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 6 - 27
Evaluating Organisation
• All points covered in logical order.
• Prioritization
• Alternative sequencing
• Repetition
• Logical grouping of details
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