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Business Communication

Business Communication. Lecturer: Gareth Jones Class 8: Editing. Last Week. We discussed prewriting: Gathering Organising Focusing. Last Week. We discussed writing: Drafting Editing. Today. We will learn about indirect and direct messages

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Business Communication

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  1. Business Communication Lecturer: Gareth Jones Class 8:Editing

  2. Last Week • We discussed prewriting: • Gathering • Organising • Focusing Business Communication (BUS-100)

  3. Last Week • We discussed writing: • Drafting • Editing Business Communication (BUS-100)

  4. Today • We will learn about indirect and direct messages • The importance of the introduction and conclusion • The three parts of editing: • Editing for Content • Editing for Style • Editing for Readability Business Communication (BUS-100)

  5. To Begin • Communication Strategy: Message Structure Business Communication (BUS-100)

  6. Message Structure • Thoughts can be random. • Our Message should not be! Business Communication (BUS-100)

  7. Emphasis • Your emphasis is the strongest point of your message. • We must learn how to emphasise the important points. Business Communication (BUS-100)

  8. Emphasis • Audience Memory Curve. • When is the Audience most interested? Business Communication (BUS-100)

  9. Emphasis • Lesson: • Most interested at the beginning and at the end. Business Communication (BUS-100)

  10. Emphasis • Lesson: • We must state important points either at the beginning or end (or both!) Business Communication (BUS-100)

  11. Emphasis • Lesson: • Don’t bury good ideas in the middle!!! Business Communication (BUS-100)

  12. Emphasis • Direct Approach: main ideas at beginning • Indirect: main ideas at end Business Communication (BUS-100)

  13. Direct Approach • I detest like my BUS 101 Class • It is boring • It makes me sleepy Business Communication (BUS-100)

  14. Direct Approach • I need to shower. • I am dirty • I have a date • I have not showered in a week Business Communication (BUS-100)

  15. Indirect Approach • BUS 101 is boring • It makes me sleepy Therefore, I detest my BUS 101 Class Business Communication (BUS-100)

  16. Indirect Approach • I am dirty • I have a date • I have not showered in a week • Therefore, I need to shower. Business Communication (BUS-100)

  17. What to use? • Use the direct approach: • It makes things easier to understand. • Is audience centered • Saves time Business Communication (BUS-100)

  18. What to use? • Rarely use the indirect approach. Only if: • The message is sensitive • The message is negative. • Why? Business Communication (BUS-100)

  19. Editing • Summary: Most important part of message: • Beginning • Ending Business Communication (BUS-100)

  20. Editing • In Writing: • Introduction – opening • Conclusion - closing Business Communication (BUS-100)

  21. Introduction • Page 62 • Why is it important? • What does it do? Business Communication (BUS-100)

  22. Introduction • Builds reader interest • Explains why you are writing • Gives a preview of the message/report Business Communication (BUS-100)

  23. Introduction • Build Reader interest: • Refer to an existing situation: • As you know... • As we discussed... • As you requested • As desired... Business Communication (BUS-100)

  24. Introduction • Build Reader interest: • Refer to shared ideas • We must improve our standards • Our company has to... • This company is... • We must... Business Communication (BUS-100)

  25. Introduction • Explain purpose for writing. • Answer the question. Why am I writing? Business Communication (BUS-100)

  26. Introduction • This report shows... • I am writing because... • This message is to... • This will explain Business Communication (BUS-100)

  27. Introduction • The reader must know why you are writing! Business Communication (BUS-100)

  28. Introduction • Provides a preview – explains how message is organised Business Communication (BUS-100)

  29. Introduction • Preview: • This message covers all new steps in the procedure • This message is organised in three sections (1) ...... (2)..... and (3)..... Business Communication (BUS-100)

  30. Introduction • Builds reader interest • Explains why you are writing • Gives a preview of the message/report Business Communication (BUS-100)

  31. Conclusion • Also called “Closing” • Feedback – what will I do next? • And/or • What next? – what should you do? Business Communication (BUS-100)

  32. Conclusion • Feedback: • I will call you next week • I will see you on Thursday • I will email you more info Business Communication (BUS-100)

  33. Conclusion • What next? • Please send any questions • Please contact me • Please respond by January 20 Business Communication (BUS-100)

  34. Conclusion • Goodbye! • Include a polite goodbye, to make the reader end with good feelings Business Communication (BUS-100)

  35. Conclusion • Goodbye! • I look forward to seeing you • I look forward to working for you • I look forward to talking to Business Communication (BUS-100)

  36. Conclusion • Never: • Introduce a new topic • End too quickly Business Communication (BUS-100)

  37. Intro/Conclusion • We will revisit these topics later this week Business Communication (BUS-100)

  38. Editing • Think of editing as having 3 parts: • For content • For readability • For style Business Communication (BUS-100)

  39. Editing • Think of editing as having 3 parts: • For content • For readability • For style Business Communication (BUS-100)

  40. Content • Editing follows Drafting in our writing process • Print out your draft and begin editing • The three steps of editing need not be done in order Business Communication (BUS-100)

  41. Content • To start, review the five communication strategies. Be sure the message is saying what you want it to. Business Communication (BUS-100)

  42. Content • Sell? Tell? • Audience Appropriate? • Right Channel? • Etc. Business Communication (BUS-100)

  43. Content • Read the paper: • Are the right main points there? • Give to a friend. • Read out loud Business Communication (BUS-100)

  44. Content • Shorten: • Remove any unnecessary info. • Remember: in Business there is not much time Business Communication (BUS-100)

  45. Content-Summary • Print a copy • Review Communication Strategies • Have a friend read it • Shorten the paper Business Communication (BUS-100)

  46. Editing • Think of editing as having 3 parts: • For content • For readability • For style Business Communication (BUS-100)

  47. Readability • Business writing needs to be short, clear, and direct • Here are a few tips and examples to help you improve you writing and make it more clear Business Communication (BUS-100)

  48. Readability • Avoid ‘wordiness’ • Use as few words as you can • Say as much as you can with as few words as possible • SUCCINCT! Business Communication (BUS-100)

  49. Readability • Bad: Too long • He is good in terms of basketball ability and skill • Good: short and clear • He plays basketball well. Business Communication (BUS-100)

  50. Readability • Avoid long sentences • Avoid long sentences • Avoid long sentences Business Communication (BUS-100)

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