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Chapter 6 - Completing Business Messages

Business Communication
by

Samantha Morgan

on 14 November 2014

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Transcript of Chapter 6 - Completing Business Messages

Completing Business Messages
Revising to Improve
Readability
Chapter 6
The Three Step Writing Process
In this seminar we will discuss:
The Three Step Writing Process
Improving Readability
Clarity and Conciseness
Producing the message
Proofreading the Message
Distributing Messages

How Can We Complete a Business Message?
Planning
Writing
Completing
1. Revising
2. Producing
3. Proofreading
4. Distributing
Revising Your Message:
Evaluating the First Draft
Step Ⅰ: Revising
Evaluating when you begin the revision process
Content
▶ Accurate?

▶ Relevant?

▶ Enough information?

▶ Balance between general
and specific information?
Organization
▶ Logical order?

▶ Important ideas receive
the most space?

▶ Convincing in another
sequence?

▶ Repeated unnecessarily?

▶ Details are grouped
logically?
Tone
▶ Formal enough?

▶ Too casual?
Style
▶ Blank lines
Business Letter
First Draft
Style
Organization
Content
Tone
Evaluating, Editing, and Revising
The Work of Others
understand the
writer's intent
Not to impose
your writing
style
Check Point

Purpose
of this document or message?


Target
audience?

▶ Information does the
audience need
?

▶ Information in a
well- organized
way?


“You”
attitude?
▶ Appropriate
tone
?


Readability
be improved?

▶ Writing
clear
?

▶ Writing
concise
?
Varying Your Sentence Length
Why is it important to vary the length of sentences?
To create a
rhythm!
Keeping your paragraphs short
Long paragraphs?

It makes your documents
intimidating
and
difficult
to read!
Be aware of:

▶ one-sentence paragraphs
▶ transitional elements
Example
Using Lists to Clarify and Emphasize
You can use:
numbes, letters, bullets
a colon
Be aware of:
parallel list items
Example
Adding Headings and Sub-headings
Functions
1. to show the organization of the materials
2. to draw the reader’s attention to key points
3. to show connections between ideas
▶ to identify a topic
but do little more


▶ to
guide
a readers
to
think in a certain way
about a topic
Example of Informative Heading
Editing
Editing for Clarity and Conciseness
Revising for Clarity
Revising for Conciseness
▶ Delete unnecessary words and phrases
-

Cut as much words as possible
without changing the meaning

▶ Shorten long words and phrases
- Using short words



Eliminate redundancies
- Delete combination of word
with the same meaning



Recast "It is/There are" starters
Using technology to
revise your message
Step 2: Producing Your Message
Step 3: Proofreading Your Message
Why Designing is Important?
Designing for Readability
▶ Improve the effectiveness


Tips to Achieve Effective Design
▶ Consistency


Detail


Balance


Resistant
Elements of
Graphic Design
White Space
Typestyles
Margins and Justifications
Typefaces
▶ White Space

▶ Margins and Justification

▶ Typefaces

▶ Typestyles
Step 4: Distributing Your Message
After finishing your message,
you should proofread your message!
8 Techniques
1. Make multiple passes
2. Use perceptual tricks
3. Double-check high-priority items
4. Give yourself some distance
5. Be vigilant
6. Stay focused
7. Review complex electronic documents
on paper
8. Take your time
A. Look for writing errors

- Typographical mistakes
- Misspelled words

B. Look for missing elements

- Missing text sections
- Missing exhibits
Checklists
C. Look for design, format,
programming errors

- Incorrect font selections
- Incorrect margins
- Incorrect special characters
- Problems with page numbers
- Missing files
How can you deliver your message?

In this case,
you should choose a means
to distribute message.
4 Key Factors:
1. Cost
- Printing vs Sending

2. Convenience
- Large files using a
file compression utility
3. Time

4. Security and privacy
- Sensitive messages
to be secured
Tips to use Type Styles

▶ Avoid using any style in a way
that slows audience’s progress
through the message.
▶ Avoid overusing any type style

▶ Avoid using too small
/ extra-large type
Example
Full transcript