Preparing Spoken and Written Messages

Preparing Spoken and Written Messages Chapter 4

Learning Objectives • 1. Apply techniques for developing effective sentences and unified and coherent paragraphs. • 2. Identify factors affecting readability and revise messages to improve readability. • 3. Prepare visually appealing documents that grab the receiver’s attention and increase comprehension. • 4. Revise and proofread a message for content, organization, and style; mechanics; and format and layout.

Learning Objective 1 • Apply techniques for developing effective sentences and unified and coherent paragraphs.

Process for Planning and Preparing Spoken and Written Messages

Step 5: Prepare the First Draft 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 ______ powerful structure active Emphasize coherent topic coherence unified length

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

Avoid Writing Errors:Don’t Do This!! Subject and verb always has to agree. Poofread carefully to see if you any words out. Writing carefully, dangling participles must be avoided. If any word is improper at the end of a sentence, a linking verb is. Don't use commas, that, are not, necessary Source: How to Write Good: http://www.plainlanguage.gov/examples/humor/writegood.cfm

Punctuating Compound Sentences Coordinating conjunctions (and, but, so) require only a comma to link independent clauses Adverbial conjunctions (therefore, however, nevertheless) require a semicolon and a comma to link independent clauses Omitted conjunctions require a semicolon to link independent clauses The contract was approved, but the work was not completed. Susan was upset, so she left her job. The contract was approved; however, the work was not completed. Susan was upset; therefore, she left her job. The contract was approved; the work was not completed. Susan was upset; she left her job.

Learning Objective 2 • Identify factors affecting readability and revise messages to improve readability.

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

Calculating Readability Dear Mr. and Mrs. Lee: 1With interest rates at their lowest level in 20 years, you chose a good time to buy your first house. 2Choosing a fixed mortgage rate allowed you to “lock in” your 6 percent interest rate, protecting you from potential increases in interest rates before your closing. 3Had you selected a variable rate mortgage, you could have taken advantage of the recent drop in interest rates. 4However, you would have been subject to later increases in interest rates. 5If interest rates continue to decline, you may want to considerrefinancing your fixed-rate mortgage. 6Refinancing is typically cost effective when interest rates are 1 percent below your current mortgage rate. 7Mr. and Mrs. Lee, we are glad to have been of service in your recent home purchase. 8Please call me if you need information about other financing needs.

Calculating Readability (cont.) No. of words: 138 No. of sentences: 8 Average sentence length: (138 ÷ 8 = 17) = 17 No. of difficult words: 16 Percentage of difficult words: (16 ÷ 138 = 11.6) = 11.6 Average sentence length 17.0 + Percentage difficult words 11.6 28.6 x 0.4 (constant) Readability level11.4

Learning Objective 3 • Prepare visually appealing documents that grab the reader’s attention and increase comprehension.

Visual Enhancements Improve Readability

Using Bulky vs. Broken Text

Before and After Examples COURTESY OF NATIONAL HIGHWAY TRAFFIC SAFETY ADMINISTRATION.

Learning Objective 4 • Revise and proofread a message for content, organization, and style; mechanics; and format and layout.

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

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

Preparing Spoken and Written Messages