Business Communication

1. Business Communication Lecturer: Gareth Jones Class 4: Editing

2. Editing Learning Outcomes • 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)

3. The writing process • We discussed prewriting: • Gathering • Organising • Focusing • And the first stage of writing • Drafting Business Communication (BUS-100)

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

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

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

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

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

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

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

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

12. Direct Approach • I hate my BUS 100 Class • It is boring • It makes me sleepy Business Communication (BUS-100)

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

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

15. 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)

16. What to use? • Most times use the direct approach: • It makes things easier to understand. • It is audience centered • Saves time Business Communication (BUS-100)

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

18. Cross-cultural communication • Which type of communication do you usually use? • Why? Business Communication (BUS-100)

19. Cross-cultural communication • Low-context cultures such as the UK, Germany, France and America usually communicate directly • High-context cultures such as China, Arab world and Japan usually communicate indirectly • This has ramifications in decision making, problem solving and negotiating- which we will cover in week 5 Business Communication (BUS-100)

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

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

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

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

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

25. 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)

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

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

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

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

30. 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)

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

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

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

34. Conclusion • What next? • Please send any questions • Please contact me by phone, email etc.. • Please respond by January 20 Business Communication (BUS-100)

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

36. 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)

37. Conclusion • Never: • Introduce a new topic • End too quickly 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. • We will cover these later in the course Business Communication (BUS-100)

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

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

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

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

46. 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)

47. 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)

48. 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)

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

50. Readability • Bad: confusing structure • It doesn’t matter who you are or what you know, because if you want to pass this class you must hand in all of your work on time, take all the tests, and come to each class. Business Communication (BUS-100)