© Prentice Hall, 2008 Business Communication Today, 9e Chapter 6 - 1
Completing Completing Business MessagesBusiness Messages
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 6 - 2
Planning Writing Completing
Analyze SituationAnalyze Situation
Gather InformationGather Information
Select MediumSelect Medium
Get OrganizedGet Organized
ReviseRevise
ProduceProduce
ProofreadProofread
DistributeDistribute
Adapt to the AudienceAdapt to
the Audience
Composethe MessageCompose
the Message
Three-Step Writing Three-Step Writing ProcessProcess
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 6 - 3
Moving Past the First Moving Past the First DraftDraft
Final Draft
Content, Organization,Style, and Tone
OverallReadability
Clarity andConciseness
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 6 - 4
Revising the MessageRevising the Message
ContentContentContentContent
Style and ToneStyle and ToneStyle and ToneStyle and Tone
OrganizationOrganizationOrganizationOrganization
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 6 - 5
Reviewing for Reviewing for ReadabilityReadability
Flesch-KincaidFlesch-KincaidGrade Level ScoreGrade Level Score
Flesch-KincaidFlesch-KincaidGrade Level ScoreGrade Level Score
Flesch ReadingFlesch ReadingEase ScoreEase Score
Flesch ReadingFlesch ReadingEase ScoreEase Score
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 6 - 6
Increasing “Skim” Increasing “Skim”
ValueValueSentences
Headings
Listed Items
Paragraphs
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 6 - 7
Editing for ClarityEditing for Clarity
Sentence StyleSentence Style
Faulty ParallelismFaulty Parallelism
Dangling ModifiersDangling Modifiers
Long Noun SequencesLong Noun Sequences
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 6 - 8
Editing for ClarityEditing for Clarity
Camouflaged VerbsCamouflaged Verbs
Sentence StructureSentence Structure
Awkward ReferencesAwkward References
Excess EnthusiasmExcess Enthusiasm
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 6 - 9
Editing for Editing for
ConcisenessConcisenessWordy Constructions
Long Words or Phrases
Redundant Wording
“It is/There are” Starters
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 6 - 10
Revising with Revising with TechnologyTechnology
GrammarGrammarChecker Checker
GrammarGrammarChecker Checker Thesaurus Thesaurus Thesaurus Thesaurus Style Style
Checker Checker Style Style
Checker Checker
RevisionRevisionToolsTools
RevisionRevisionToolsTools
SpellSpellCheckerCheckerSpellSpell
CheckerChecker
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 6 - 11
Producing the MessageProducing the Message
MultimediaMultimediaElementsElements
MultimediaMultimediaElementsElements
Design Design ElementsElements
Design Design ElementsElements
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 6 - 12
Multimedia Multimedia
ElementsElements
PresentationPresentationSoftwareSoftware
Video ClipsVideo Clipsand Sound Bitesand Sound Bites
Graphics Graphics SoftwareSoftware
Hypertext MarkupHypertext MarkupLanguageLanguage
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 6 - 13
Designing for Designing for ReadabilityReadability
MessageMessageEffectivenessEffectiveness
MessageMessageEffectivenessEffectiveness
AudienceAudiencePerceptionsPerceptions
AudienceAudiencePerceptionsPerceptions
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 6 - 14
Design ElementsDesign Elements
ConsistencyConsistency
BalanceBalance
DetailDetail
RestraintRestraint
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 6 - 15
Design Techniques
White SpaceWhite Space
MarginsMargins
JustificationJustification
TypefacesTypefaces
Type StylesType Styles
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 6 - 16
Using TechnologyUsing Technology
ParagraphFormatting
Numbered andBulleted Lists
Tables andTextboxes
Pictures and Objects
Templates andStyle Sheets
PageSetup
ColumnFormatting
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 6 - 17
Format for Business-LettersFormat for Business-LettersLetterhead Letterhead StationeryStationery
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DateDateInside Inside
AddressAddressSalutationSalutation
The The MessageMessage
Complimentary Complimentary CloseCloseSignature Signature
BlockBlock
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 6 - 18
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Format for MemosFormat for Memos
Memo Memo TitleTitle
HeadingsHeadings
The The MessageMessage
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 6 - 19
Proofreading Your Proofreading Your MessageMessage
Edited Copy Final Report
Grammar andGrammar andUsageUsage
PunctuationPunctuation Design ErrorsDesign Errors
Missing MaterialMissing Material Overall FormatOverall Format
Spelling ErrorsSpelling Errorsand Typosand Typos
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 6 - 20
Proofreading AdviceProofreading Advice
Make multiple passes
Use perceptual tricks
Get some distance
Stay focused and vigilant
Review hardcopy documents
Double-check high-priority items
© Prentice Hall, 2008 Business Communication Today, 9e Chapter 6 - 21
Distributing the MessageDistributing the Message
Cost ConcernsCost Concerns
ConvenienceConvenience
Time ConstraintsTime Constraints
Security and PrivacySecurity and Privacy