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Business Communication

Completing Business Messages
by

Celine Ayoung

on 20 February 2013

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Transcript of Business Communication

CHAPTER 6
COMPLETING BUSINESS MESSAGES TASKS INVOLVED IN COMPLETING
A BUSINESS MESSAGE Reviewing Your Readability OBJECTIVES OF THIS CHAPTER REVISING YOUR MESSAGE
PRODUCING YOUR MESSAGE
PROOFREADING YOUR MESSAGE
DISTRIBUTING YOUR MESSAGE PROOFREADING YOUR MESSAGE VARYING YOUR SENTENCE LENGTH BY :CELINE AYOUNG AND RENEE PIERRE Discuss the value of careful revision and list the main tasks involved in completing a business message.
List four writing techniques you can use to improve the readability of your message.
Describe the steps you can take to improve the clarity of your writing and to make your writing more concise.
Explain how design elements help determine the effectiveness of your documents.
List eight tips for improving message quality through careful proofreading.
Discuss the most important issues to consider when distributing your messages. three two one PLANNING BUSINESS MESSAGES WRITING BUSINESS MESSAGES COMPLETING BUSINESS MESSAGES Dear Ms. McDonald,
I am writing to follow up on our discussion last Wednesday. As you requested, I filed a work order with the facilities department regarding the damage to the ascending escalator you reported.

An examination of the escalator found that there was a shoelace caught in the gears. Said shoelace has since been removed, and the escalator was tested extensively to ensure this would not happen again. I am pleased to report that the tests were passed with flying colors, and the escalator has been reopened.

Thank you for bringing this issue to our attention. Please continue to inform us should you have any other problems in our facilities.

Sincerely,
Marilyn Novak
Property Manager
Novak Skyscraper Construction KEEPING YOUR PARAGRAPHS SHORT USING LISTS AND BULLETS TO CLARIFY AND EMPHASIZE
ADDING HEADINGS AND SUBHEADINGS (PLEASE REFER TO NEWSPAPER HANDOUT) BREAK UP OVERLY LONG SENTENCES
REWRITE HEDGING SENTENCES
IMPOSE PARALLELISM
CORRECT DANGLING MODIFIERS
REWORD LONG NOUN SEQUENCES
REPLACE CAMOUFLAGED VERBS
CLARIFY SENTENCE STRUCTURE
CLARIFY AWKWARD REFERENCES EDITING OF BUSINESS MESSAGES FOR CLARITY DELETE UNNECESSARY WORDS AND PHRASES
SHORTEN LONG WORDS AND PHRASES
ELIMINATE REDUNDANCIES
RECAST "IT/THERE ARE" STARTERS EDITING OF BUSINESS MESSAGES FOR CONCISENESS VALUE OF CAREFUL REVISION
THE IMPORTANCE OF APPROPRIATE MEDIA USED FOR DIFFERENT MESSAGES
IMPORTANCE OF CORRECT GRAMMAR AND SPELLING.
EVALUATING CONTENT, ORGANISATION, STYLE AND TONE. REVISING YOUR MESSAGE INFORMAL MESSAGE (Grammatical and Spelling errors) INFORMAL MESSAGE ( Grammatically correct with correct spelling.) FORMAL MESSAGE How do you evaluate CONTENT, ORGANISATION, STYLE and TONE? DESIGNING FOR READABILITY
DESIGNING MULTIMEDIA DOCUMENTS
USING TECHNOLOGY TO PRODUCE MESSAGES PRODUCING A MESSAGE Make multiple passes
Focus on high priority
Practice Vigilance
Work with Printouts
Use perceptual tricks
Maintain your distance
Remain focused
Take your time PROOFREADING ADVICE Cost
Convenience
Time
Security and Privacy IMPORTANT ASPECTS TO CONSIDER WHEN DISTRIBUTING A MESSAGE. Thank you for LISTENING !

QUESTIONS? FORMAT FOR BUSINESS LETTERS Memo Title
Headings
The Message FORMAT FOR MEMOS The value of careful revision
A List of the key tasks in completing a business message
Four writing techniques used to improve the readability of business messages
Ways to improve the clarity and conciseness of messages
An explanation of how design elements help to determine the effectiveness of documents
A List of eight tips for improving message quality through proof reading
Important issues to consider when distributing messages OBJECTIVES COVERED IN THIS PRESENTATION CONSISTENCY
BALANCE
RESTRAINT
DETAIL DESIGN FOR READABILITY WHILE EVALUATING THE CONTENT OF YOUR MESSAGE ask yourself these questions WHILE REVIEWING THE ORGANISATION OF THE MESSAGE ask yourself these questions... ARE THESE QUESTIONS ANSWERED WHILE CONSIDERING THE RIGHT STYLE AND TONE ? WHITE SPACES
MARGINS AND JUSTIFICATION
TYPE FACES
TYPE STYLES DESIGNING FOR READABILITY Templates and Style Sheets
Page Setup
Column Formatting
Paragraph Formatting
Numbered and Bulleted lists
Tables
Pictures, Text boxes and objects USING TECHNOLOGY TO PRODUCE YOUR MESSAGE
Full transcript