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Preparing Spoken and Written Messages

Chapter 4. Preparing Spoken and Written Messages. Process for Planning and Preparing Spoken and Written Messages. Your Turn. Discuss the intended and received message that resulted from each of these actual newspaper headlines: Police begin campaign to run down jaywalkers

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Preparing Spoken and Written Messages

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  1. Chapter 4 Preparing Spoken and Written Messages

  2. Process for Planning and Preparing Spoken and Written Messages

  3. Your Turn Discuss the intended and received message that resulted from each of these actual newspaper headlines: • Police begin campaign to run down jaywalkers • Miners refuse to work after death • Drunk gets nine months in violin case • Iraqi head seeks arms Source: http://english.glendale.cc.ca.us/badheds.html

  4. Step 5: Prepare the First Draft powerful • Craft _________ sentences • Use correct sentence _________ • Rely on ______ voice • __________ important ideas • Develop _________ paragraphs • Position _____ sentences appropriately • Link ideas to achieve __________ • Keep paragraphs _______ • Vary sentence and paragraph ______ structure active Emphasize coherent topic coherence unified length

  5. Step 6: Revise and Proofread • Improve readability • Understand readability measures • Assess and adjust to receiver’s needs • Apply visual enhancements for easier reading • Proofread using systematic procedures

  6. Factors Affecting Readability • “Difficult” words • Three or more syllable words • Does not include compound words, proper nouns, or words in which a suffix adds a syllable • Sentence length and structure • Passive voice Desirable readability index for business writing: Grade 8–11

  7. Your Turn Identify the active voice sentence in each sentence pair.

  8. Visual Enhancements Improve Readability

  9. Your Turn What errors can spelling software catch?

  10. Proofreading Procedures 1 Use spell check to locate simple keying errors and repeated words 2 Proofread on-screen twice: (1) content, organization, style, and (2) mechanical errors 3 Proofread in print preview mode for format and layout errors 4 Print a draft copy and proofread nonroutine and complex documents 5 Print on high-quality paper

  11. Cultivate a Mindset for Effective Revising and Proofreading • Attempt to see things from your audience’s __________ rather than from your own • ______ documents until you cannot see further improvements • Allow others to make __________ for improving your writing perspective Revise suggestions

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