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Completing Business Messages

Completing Business Messages. Three-Step Writing Process. Planning Writing Completing. Moving Beyond the First Draft. Evaluating content, organization, style and tone Reviewing for readability Editing for clarity and conciseness. Evaluating Content. Is the information accurate?

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Completing Business Messages

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  1. Completing Business Messages Business Communication Today, 9e

  2. Three-Step Writing Process • Planning • Writing • Completing Business Communication Today, 9e

  3. Moving Beyond the First Draft • Evaluating content, organization, style and tone • Reviewing for readability • Editing for clarity and conciseness Business Communication Today, 9e

  4. Evaluating Content • Is the information accurate? • Is the information relevant? • Is there enough information? • Are generalities balanced with specific information? Business Communication Today, 9e

  5. Evaluating Organization • Are all points covered logically? • Do important ideas receive sufficient space and are they placed properly? • Could the message be arranged in a more convincing sequence? • Are any points repeated unnecessarily? • Are details grouped together logically? Business Communication Today, 9e

  6. Evaluating Style and Tone • Does the writing meet the audience’s expectations? • Is the writing too formal or academic? • Is the writing too casual? • Does the message focus on the audience’s needs? Business Communication Today, 9e

  7. Reviewing for Readability • Flesch-Kincaid Grade Level Score • Flesch Reading Ease Score Business Communication Today, 9e

  8. Increasing “Skim” Value • Sentence length • Short paragraphs • Lists and bullets • Headings and subheadings Business Communication Today, 9e

  9. Editing for Clarity • Break up overly long sentences • Rewrite hedging sentences • Impose parallelism • Correct dangling modifiers Business Communication Today, 9e

  10. Editing for Clarity • Reword long noun sequences • Replace camouflaged verbs • Clarify sentence structure • Clarify awkward references • Moderate your enthusiasm Business Communication Today, 9e

  11. Editing for Conciseness • Delete unnecessary words and phrases • Shorten long words and phrases • Eliminate redundancies • Recast “It is/There are” starters Business Communication Today, 9e

  12. Revising with Technology • Revision tools • Spell checker • Grammar checker • Thesaurus • Style checker Business Communication Today, 9e

  13. Producing the Message • Multimedia elements • Design elements Business Communication Today, 9e

  14. Multimedia Elements • Presentation software • Graphics software • Video clips and sound bites • Hypertext markup language Business Communication Today, 9e

  15. Designing for Readability • Improve the effectiveness of your message • Influence the perceptions of your audience Business Communication Today, 9e

  16. Design Elements • Consistency • Balance • Restraint • Detail Business Communication Today, 9e

  17. Design Techniques • White space • Margins • Justification • Typefaces • Typestyles Business Communication Today, 9e

  18. Using Technology • Templates and style sheets • Page setup • Column formatting • Paragraph formatting • Numbered and bulleted lists • Tables and textboxes • Pictures and objects Business Communication Today, 9e

  19. Business Letter Format • Letterhead stationery • Date • Inside address • Salutation • The message • Complimentary close • Signature block Business Communication Today, 9e

  20. Memo Format • Memo title • Headings • The message Business Communication Today, 9e

  21. Proofreading Your Message • Quality assurance • Undetected mistakes from the writing, design, and layout stages • Mistakes that crept in during production Business Communication Today, 9e

  22. Proofreading Advice • Make multiple passes • Use perceptual tricks • Double-check high-priority items • Get some distance • Stay focused and vigilant • Review complex electronic documents on paper • Take your time Business Communication Today, 9e

  23. Distributing Your Message • Cost concerns • Convenience • Time constraints • Security and privacy Business Communication Today, 9e

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