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Chapter 5: Organizing and Writing Business Messages

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business communication

on 21 November 2013

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Transcript of Chapter 5: Organizing and Writing Business Messages

Chapter 5: Organizing and Writing Business Messages
Presented by: Christa January, Chris Rodriguez, & Natalia Rodriguez

Learning Objectives
Applying Phase 2 of the 3-x-3 writing process.
Explain how to organize data into lists and outlines.
Compare direct and indirect patterns for organizing ideas.
Composing the first draft of a message.
Composing effective paragraphs using three classic paragraph plans.
Phase Two of the 3X3 Writing Process
Organizing Ideas into Patterns
Direct - When the main idea comes first, followed by details, explanation, or evidence.
Indirect - the main idea follows the details, explanation, and evidence.
Recognizing Basic Sentence Elements
Composing the First Draft of a Message
Complete sentences have subjects and verbs
Clauses and phrases are related groups of words
(Clauses have subjects and verbs, phrases do not)
Composing the First Draft of a Message (cont.)
Clauses can be divided into two different groups:
Independent clauses, where they are grammatically complete, and
Dependent clauses, in which they depend on independent clauses for their meaning.
Avoiding Three Common Sentence Faults
Fragments - A broken-off part of a complex sentence.
Run-on sentences - A sentence with two independent clauses must be joined by a coordinating conjunction ( and, or, nor, but ) or by a semicolon (;) or separated into two sentences.
Comma-splice sentences - When two independent clauses are joined by a comma.
Preferring Short Sentences
Clear communication is the goal, therefor use sentences that average 20 words.
Sentence length:
8 words
15 words
19 words
28 words
Comprehension rate:
100%
90%
80%
50%
Instead of stringing together clauses with and, but, and however , break some of those complex sentences into separate segments.
Emphasize Important Ideas
A couple of stylistic ideas:
Use vivid words
Label the main idea
Place important idea first or last in sentences
Place the important idea in a simple sentence or in an independent clause.
Make sure the important idea is the sentence subject.
The Second Phase of the 3X3 Writing Process:

Researching- Finding the information that pertains to the message being given to the audience.
a. Formal Research Methods: used for longer, and complex business problems.
b. Inform Research Methods: used for emails, memos, and casual conversation between the speaker and audience.

Organizing- Sorting the information of the research, and using different techniques or items such as: list, calendars, notes, tape recordings and etc.

Writing- Combing the information from research, and building your message around the topic.

Tips on Organizing
Categorize the sections of writing starting with your introduction, to topics and ending with a conclusion.
Use list and notes to free write and then sort the facts.
Calendars, Tape Records, cameras, include technology to assist in organizing your writing and research.
Direct paragraph- a topic sentence followed by supporting sentences.
Pivoting paragraph- limiting sentence followed by a topic sentence and supporting sentences.
Indirect paragraph- supporting sentences followed by a topic sentence.
3 Classic Paragraph Plans
Paragraphs are more coherent when the writer links ideas by:
sustaining a key thought,
dovetailing sentences,
using pronouns effectively and
employing transitional expressions.
The following is a quick 2- minute video on why business writing is so important:
Full transcript