bct ch06.ppt
TRANSCRIPT
Copyright © 2012 Pearson Education Chapter 6 - 1
Completing Completing Business MessagesBusiness Messages
Copyright © 2012 Pearson Education Chapter 6 - 2
Learning ObjectivesLearning Objectives• Revising your message• Improving readability• Improving clarity and conciseness• Understanding effective design• Proofreading your message• Distributing your message
Revising Your Message: Revising Your Message: Evaluating the First DraftEvaluating the First Draft
Copyright © 2012 Pearson Education Chapter 6 - 3
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The Revision ProcessThe Revision Process
• Content • Organization• Proper tone
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Review Work of OthersReview Work of Others
• Help the writer succeed• Understand the writer’s intent
Revising to Improve Revising to Improve ReadabilityReadability
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Sentence LengthSentence Length
• Short—up to 15 words• Medium—15 – 25 words• Long—over 25 words
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Paragraph LengthParagraph Length
• Appearance• Readability• Emphasis
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Use Lists and BulletsUse Lists and Bullets
• Show sequence of ideas• Heighten visual impact• Simplify complex subjects• Identify main points• Promote “skimming”• Give readers a break
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Headings and Headings and SubheadingsSubheadings
• Descriptive or informative– Organization– Attention– Connection
Editing for Clarity and Editing for Clarity and ConcisenessConciseness
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Editing for ClarityEditing for Clarity
• Break up overly long sentences• Rewrite hedging sentences • Impose parallelism• Correct dangling modifiers
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Editing for ClarityEditing for Clarity
• Reword long noun sequences• Replace camouflaged verbs• Clarify sentence structure• Clarify awkward references
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Editing for ConcisenessEditing for Conciseness
• Delete unnecessary words and phrases• Shorten long words and phrases• Eliminate redundancies• Recast “It is/There are” starters
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Revising with Revising with TechnologyTechnology
• Text tools• Spell checker• Thesaurus
• Revision tools• Grammar check• Style checker
Producing Your MessageProducing Your Message
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Design for ReadabilityDesign for Readability
• Consistency• Balance• Restraint• Detail
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Design TechniquesDesign Techniques
• White space• Margins • Justification• Typefaces• Type styles
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Multimedia DocumentsMultimedia Documents
• Level of skills• Tools• Time and cost• Content• Message structure• Compatibility
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Production TechnologyProduction Technology
• Templates, themes, and style sheets• Page setup features• Column and paragraph formatting• Numbered and bulleted lists• Information in tables• Photos, images, textboxes, and objects
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Format for Business Format for Business LettersLetters
• Letterhead stationery• Date• Inside address• Salutation• The message• Complimentary close• Signature block
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Format for MemosFormat for Memos
• Memo title• Headings • The message
Proofreading Your MessageProofreading Your Message
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Careful ProofreadingCareful Proofreading• Make multiple passes• Use perceptual tricks• Double-check high-priority items• Give yourself some distance• Be vigilant and stay focused• Print complex electronic documents• Take your timeCopyright © 2012 Pearson Education Chapter 6 - 24
Distributing Your MessageDistributing Your Message
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Distributing MessagesDistributing Messages
• Cost concerns• Convenience• Time constraints• Security and privacy
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