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Chapter 4

Chapter 4. Writing Business Messages. Learning Objectives. Being sensitive to your audience’s needs Building strong audience relationships Controlling your style and tone Choosing strong words for a message Composing sentences and paragraphs Using technology for business messages.

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Chapter 4

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  1. Chapter 4 Writing Business Messages

  2. Learning Objectives • Being sensitive to your audience’s needs • Building strong audience relationships • Controlling your style and tone • Choosing strong words for a message • Composing sentences and paragraphs • Using technology for business messages

  3. Being Sensitive to Your Audience’s Needs

  4. The “You” Attitude Writing Speaking

  5. The “You” Attitude Example: We offer MP3 with 50, 75 or 100 gigabytes of storage capacity You attitude: You can choose an MP3 player with 50, 75 or 100 gigabytes of storage capacity

  6. Business Etiquette • Respect • Diplomacy • Tactfulness

  7. Positive Emphasis Avoid Negativity Employ Euphemisms

  8. Positive Emphasis Example: It is impossible to repair your laptop today. You attitude: Your computer can be ready by Tuesday. Would you like a loaner until then?

  9. Bias-Free Language • Prejudices • Perceptions • Stereotypes

  10. Building Strong Relationships with Your Audience

  11. Establish Credibility • Honesty • Awareness • Endorsements • Confidence

  12. Establish Credibility • Objectivity • Credentials • Performance • Sincerity

  13. Build Company Image Communication Style Communication Guidelines

  14. Controlling Your Style and Tone

  15. Conversational Tone • Differentiate between texting and writing • Avoid obsolete and pompous language • Avoid preaching and bragging • Be careful with intimacy • Be careful with humor

  16. Plain Language Read It! Understand It! Take Action!

  17. Example: “We continually exist to synergistically supply value-added deliverables to stay competitive in tomorrow’s world”.

  18. Use the Right Voice Active Passive Direct Indirect Assertive Diplomatic

  19. Composing Your Message: Choosing Powerful Words

  20. Choosing Words Correct Effective

  21. Balancing Words Concreteness Abstraction Tangible Concepts Objective Qualities Visualization Characteristics

  22. Finding Words Strong Words Familiar Words Clichés & Buzzwords Technical Jargon

  23. Composing Your Message: Writing Effective Sentences

  24. Emphasize Key Ideas Use More Words Position the Words Less emphasis: The chairperson called for a vote of the shareholders.” More emphasis: Having considerable experience in corporate takeover, the chairperson called for a vote of the shareholders.” Less emphatic: We are cutting the price to stimulate demand More emphatic: To stimulate demand, we are cutting the price.

  25. Emphasize Key Ideas Sentence Subjects Dependent Clauses Center on the person: I can write letters much more quickly using a computer. • Center on the computer: The computer enables me to write letters much more quickly. Most emphatic: The electric parts are manufactured in Mexico, which has a lower wage rates than the US. Less emphatic: Mexico which has a lower wage rates than the US, was selected as the production site for the electronic parts.

  26. Composing Your Message: Crafting Coherent Paragraphs

  27. Paragraph Elements

  28. Paragraph Options • Illustration • Classification • Cause and Effect • Problem and Solution • Compare and Contrast

  29. Using Technology to Compose and Shape Your Messages

  30. Format with Technology • Style sheets, style sets, templates, and themes • Boilerplate and document components • Auto-correction and auto-completion • File merge and mail merge • Endnotes, footnotes, indexes, and tables of contents

  31. Writing Business Messages

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