completing business messages
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Copyright © 2013 Pearson Education, Inc. publishing as Prentice Hall Chapter 6- 1
Chapter 6Chapter 6
Completing Business Messages
Learning ObjectivesLearning Objectives
1. Discuss the value of careful revision, and describe the tasks involved in evaluating your first drafts and the work of other writers
2. List four techniques you can use to improve the readability of your messages
3. Describe eight steps you can take to improve the clarity of your writing, and give four tips on making your writing more concise
Copyright © 2013 Pearson Education, Inc. publishing as Prentice Hall Chapter 6 - 2
Learning ObjectivesLearning Objectives
4. List four principles of effective design, and explain the role of major design elements in document readability
5. Explain the importance of proofreading, and give eight tips for successful proofreading
6. Discuss the most important issues to consider when distributing your messages
Copyright © 2013 Pearson Education, Inc. publishing as Prentice Hall Chapter 6 - 3
Revising Your Message: Evaluating the First Draft Revising Your Message:
Evaluating the First Draft
Copyright © 2013 Pearson Education, Inc. publishing as Prentice Hall Chapter 6 - 4
Revising Your MessageRevising Your Message
Copyright © 2013 Pearson Education, Inc. publishing as Prentice Hall Chapter 6 - 5
Evaluating Your First Evaluating Your First DraftDraft
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Evaluating Your MessageEvaluating Your Message
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Evaluating, Editing, and Evaluating, Editing, and Revising the Work of Revising the Work of
OthersOthers
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Help the Help the WriterWriter
SucceedSucceed
Understand Understand thethe
WriterWriter’’s s IntentIntent
Summary of ObjectivesSummary of Objectives
Copyright © 2013 Pearson Education, Inc. publishing as Prentice Hall Chapter 6 - 9
Revising to Improve Readability
Revising to Improve Readability
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Reviewing for Reviewing for ReadabilityReadability
Copyright © 2013 Pearson Education, Inc. publishing as Prentice Hall Chapter 6 - 11
Readability Indexes Document Skimming
• Word Length
• Number of Syllables
• Sentence Length
• Paragraph Length
• Sentence Length
• Paragraph Length
• Lists and Bullets
• Headings/Subheadings
Varying Your Sentence Varying Your Sentence LengthLength
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Short (up to 15 words)
Medium (15–25 words)
Long (over 25 words)
Keeping Your Keeping Your Paragraphs ShortParagraphs Short
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Using Lists to Clarify and Using Lists to Clarify and EmphasizeEmphasize
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• Show sequence of ideas
• Heighten visual impact
• Emphasize key points
• Simplify complex subjects
• Provide visual breaks
• Expedite skimming process
Adding Headings and Adding Headings and SubheadingsSubheadings
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DescriptiveHeadings
DescriptiveHeadings
InformativeHeadings
InformativeHeadings
OrganizationOrganization
AttentionAttention
ConnectionConnection
Summary of ObjectivesSummary of Objectives
Copyright © 2013 Pearson Education, Inc. publishing as Prentice Hall Chapter 6 - 16
Editing for Clarity and Conciseness
Editing for Clarity and Conciseness
Copyright © 2013 Pearson Education, Inc. publishing as Prentice Hall Chapter 6 - 17
Editing for ClarityEditing for Clarity
• Long SentencesLong Sentences• Hedging Hedging
SentencesSentences• Faulty ParallelismFaulty Parallelism• Dangling ModifiersDangling Modifiers
• Long Noun Long Noun SequencesSequences
• Camouflaged Camouflaged VerbsVerbs
• Sentence StructureSentence Structure• Awkward Awkward
ReferencesReferences
Copyright © 2013 Pearson Education, Inc. publishing as Prentice Hall Chapter 6 - 18
Editing for ConcisenessEditing for Conciseness
Copyright © 2013 Pearson Education, Inc. publishing as Prentice Hall Chapter 6 - 19
Using Technology to Using Technology to Revise Your MessageRevise Your Message
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Summary of ObjectivesSummary of Objectives
Copyright © 2013 Pearson Education, Inc. publishing as Prentice Hall Chapter 6 - 21
Producing Your MessageProducing Your Message
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Producing the MessageProducing the Message
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Production Quality Production Quality
ProfessionalismProfessionalism
ImportanceImportance
EffectivenessEffectiveness
Designing for ReadabilityDesigning for Readability
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Design TechniquesDesign Techniques
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Designing Multimedia Designing Multimedia DocumentsDocuments
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Using Technology to Using Technology to Produce Your Message Produce Your Message
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• Templates and style sheets
• Page setup features
• Column and paragraph formatting
• Numbered and bulleted lists
• Information in tables
• Images, text boxes, and objects
Formatting Formal Formatting Formal LettersLetters
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Formatting Formal Formatting Formal MemosMemos
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Summary of ObjectivesSummary of Objectives
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Proofreading Your MessageProofreading Your Message
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Proofreading Your Proofreading Your MessageMessage
Create a Checklist to Check For:
– Writing Errors
– Design Flaws
– Layout Problems
Review Production Issues Such As:
– Inconsistent Fonts
– Broken Web Links
– Problems with Ink Used in Printing
Copyright © 2013 Pearson Education, Inc. publishing as Prentice Hall Chapter 6 - 32
Summary of ObjectivesSummary of Objectives
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Distributing Your MessageDistributing Your Message
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Distributing Your Distributing Your MessageMessage
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Summary of ObjectivesSummary of Objectives
Copyright © 2013 Pearson Education, Inc. publishing as Prentice Hall Chapter 6 - 36
Copyright © 2013 Pearson Education, Inc. publishing as Prentice Hall Chapter 6 - 37
Chapter 6Chapter 6
Completing Business Messages
Copyright © 2013 Pearson Education, Inc. publishing as Prentice Hall Chapter 6- 38
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