chapter 4 - 1 the three-step process analyze situation gather information select medium get...

Chapter 4 - 1

The Three-Step The Three-Step ProcessProcess

Analyze SituationAnalyze Situation

Gather InformationGather Information

Select MediumSelect Medium

Get OrganizedGet Organized

ReviseRevise

ProduceProduce

ProofreadProofread

DistributeDistribute

Adapt to the Audience

Adapt to the Audience

Composethe Message

Composethe Message

PlanningPlanning CompletingCompletingWritingWriting

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Chapter 4 - 2

Planning Planning Business MessagesBusiness Messages

TMT, BUS 251

Chapter 4 - 3

Optimizing Your TimeOptimizing Your Time

50% Planning50% Planning50% Planning50% Planning

25% Writing25% Writing25% Writing25% Writing

25% Completing25% Completing25% Completing25% Completing

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Chapter 4 - 4

Analyzing the Analyzing the SituationSituation

Who is the audience?

What is the purpose?

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Chapter 4 - 5

Define Your PurposeDefine Your Purpose

General PurposeGeneral Purpose Specific PurposeSpecific Purpose

To InformTo InformTo InformTo Inform

To PersuadeTo PersuadeTo PersuadeTo Persuade

To CollaborateTo CollaborateTo CollaborateTo Collaborate

Your GoalsYour GoalsYour GoalsYour Goals

Audience ActionsAudience ActionsAudience ActionsAudience Actions

Audience ThoughtsAudience ThoughtsAudience ThoughtsAudience Thoughts

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Chapter 4 - 6

Profile Your Profile Your AudienceAudience

Knowledge LevelKnowledge Level

ExpectationsExpectations

Probable ReactionProbable Reaction

Primary MembersPrimary Members

Size and LocationSize and Location

CompositionComposition

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Chapter 4 - 7

Gathering Gathering InformationInformation

Uncover Needs

Find Your Focus

Provide Information

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Chapter 4 - 8

Select the MediumSelect the Medium

Electronic

WrittenOral

Visual

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Chapter 4 - 9TMT, BUS 251

Chapter 4 - 10

Organizing Organizing InformationInformation

Get to the PointGet to the Point

Omit Irrelevant IdeasOmit Irrelevant Ideas

Use Logical GroupingsUse Logical Groupings

Include Important DataInclude Important Data

TMT, BUS 251

Chapter 4 - 11

Defining the Main Defining the Main IdeaIdea

The TopicThe Topic

The Main IdeaThe Main Idea

Overall Subject of the Message

Overall Subject of the Message

Specific StatementAbout the Topic

Specific StatementAbout the Topic

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Chapter 4 - 12TMT, BUS 251

Chapter 4 - 13

Generating IdeasGenerating Ideas

Brainstorming

Mind Mapping

Storyteller’s Tour

Journalistic Approach

Questions and Answers

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TMT, BUS 251 Chapter 4 - 14

Chapter 4 - 15

Outlining the ContentOutlining the Content

I. First Major Point

A. First subpoint

B. Second subpoint

1. Evidence

2. Evidence

C. Third subpoint

II. Second Major Point

A. First subpoint

B. Second subpoint

1.0 First Major Point

1.1 First subpoint

1.2 Second subpoint

1.2.1Evidence

1.2.2Evidence

1.3 Third subpoint

2.0 Second Major Point

2.1 First subpoint

2.2 Second subpoint

AlphanumericAlphanumeric DecimalDecimal

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Chapter 4 - 16

Basic Message Basic Message StructureStructure

State Main IdeaState Main Idea

State Major PointsState Major Points

Provide EvidenceProvide Evidence

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Chapter 5 - 17

Writing Writing Business MessagesBusiness Messages

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Chapter 5 - 18

Audience Audience SensitivitySensitivity

Use Bias-FreeLanguage

Emphasize thePositive

DemonstrateBusiness Etiquette

Adopt a “You” Attitude

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Adopt a Adopt a ““YouYou”” AttitudeAttitude


INSTEAD OF THIS WRITE THIS

Tuesday is the only day we can promise quick response to purchase order requests; we are swamped the rest of the week.

If you need a quick response, please submit your purchase order requests on Tuesday.

We offer MP3 player with 50, 75 or 100 gigabytes of storage capacity.

You can choose an MP3 player with 50, 75 or 100 gigabytes of storage capacity.

Emphasize theEmphasize thePositivePositive



It is impossible to repair your laptop today.

Your computer will be ready by Tuesday, would you like a loaner until then?

We wasted $300,000 advertising in that magazine.

Our $300,000 advertising investment did not pay off; let’s analyze the experience and apply the insights to our future campaigns.

Maintaining Standards of Maintaining Standards of EtiquetteEtiquette



Once again, you’ve managed to bring down the entire website through your incompetent programming.

Let’s review the last website update to explore ways to improve the process.

You’ve been sitting our order for two weeks, and we need it now!

Our production schedule depends on timely delivery of parts and supplies, but we have not yet received the order you promised to deliver two weeks ago. Please respond today with a firm delivery commitment.

Chapter 5 - 22

Composing the MessageComposing the Message

Word ChoiceWord ChoiceWord ChoiceWord Choice

SentencesSentencesSentencesSentences

ParagraphsParagraphsParagraphsParagraphs

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Chapter 5 - 23

Choose Powerful Words

Choose Powerful Words

Choose Familiar Words

Choose Familiar Words

Avoid Clichésand BuzzwordsAvoid Clichésand Buzzwords

Use JargonCarefullyUse JargonCarefully

Communicate Communicate EffectivelyEffectively

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Chapter 5 - 24

Write Effective Write Effective

SentencesSentences

Choose theChoose theType of SentenceType of Sentence

Emphasize Emphasize Key ThoughtsKey Thoughts

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Chapter 5 - 25

Craft Good ParagraphsCraft Good Paragraphs

TransitionsTransitions

Support SentencesSupport Sentences

Topic SentenceTopic Sentence

ParagraphUnity

ParagraphCoherence

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Chapter 5 - 26

Format with Format with TechnologyTechnology

Style Sheets and Templates

Smart Documents

Master Documents Auto-Completion

Auto-CorrectionEndnotes, Footnotes,

Indexes, and TOCs

Wizards Mail Merge

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Chapter 6 - 27

Completing Completing Business MessagesBusiness Messages

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Chapter 6 - 28

Beyond the First Beyond the First DraftDraft

Content & Readability

Clarity & Conciseness

Working DraftFirst Draft Final Draft

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Chapter 6 - 29

Revising the Revising the MessageMessage

Conciseness

Content Clarity

Readability

Type of MessageType of Message

Choice of MediaChoice of Media

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Chapter 6 - 30

Increasing Increasing ““SkimSkim””

ValueValueSentences

Headings

Listed Items

Paragraphs

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Chapter 6 - 31

Vary Sentence LengthVary Sentence Length

• Create interest

• Promote readability

• Emphasize points

• Enliven your writing

• Appeal to readers

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Chapter 6 - 32

Keep Paragraphs ShortKeep Paragraphs Short

Break Up ThoughtsBreak Up ThoughtsBreak Up ThoughtsBreak Up Thoughts

Boost ReadabilityBoost ReadabilityBoost ReadabilityBoost Readability

Emphasize IdeasEmphasize IdeasEmphasize IdeasEmphasize Ideas

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Chapter 6 - 33

Use Lists and BulletsUse Lists and Bullets

• Show sequence of ideas

• Heighten visual impact

• Emphasize key points

• Simplify complex subjects

• Provide visual breaks

• Expedite skimming processTMT, BUS 251

Chapter 6 - 34

Headings and Headings and

SubheadingsSubheadings

DescriptiveHeadings

DescriptiveHeadings

InformativeHeadings

InformativeHeadings

OrganizationOrganization

AttentionAttention

ConnectionConnection

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Chapter 6 - 35

Revising with Revising with

TechnologyTechnology

Spell CheckerSpell CheckerSpell CheckerSpell Checker

ThesaurusThesaurusThesaurusThesaurus

Revision MarksRevision MarksRevision MarksRevision Marks

Cut and PasteCut and PasteCut and PasteCut and Paste

Grammar Checker Grammar Checker Grammar Checker Grammar Checker

Style CheckerStyle CheckerStyle CheckerStyle Checker

CommentingCommentingCommentingCommenting

Search and ReplaceSearch and ReplaceSearch and ReplaceSearch and Replace

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Chapter 6 - 36

White SpaceWhite Space

MarginsMargins

Justified TypeJustified Type

TypefacesTypefaces

Type StylesType Styles

Design Techniques

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Chapter 6 - 37

Production TechnologyProduction Technology

• Templates and style sheets

• Page setup features

• Column and paragraph formatting

• Numbered and bulleted lists

• Information in tables

• Pictures, text boxes, and objectsTMT, BUS 251

Chapter 6 - 38

Format for Business LettersFormat for Business LettersLetterhead Letterhead StationeryStationery XXXXXXXXXXXXXXXXXXX

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DateDateInside Inside

AddressAddressSalutationSalutation

The The MessageMessage

Complimentary Complimentary CloseCloseSignature Signature

BlockBlock

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Chapter 6 - 39

Format for MemosFormat for Memos

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Memo Memo TitleTitle

HeadingsHeadings

The The MessageMessage

TMT, BUS 251

Chapter 6 - 40

Proofread the MessageProofread the Message

Writing Errors

Design Flaws

Layout Problems

Production Issues

TMT, BUS 251