Completing Business Messages

1. Completing Business Messages

2. Learning Objectives • Discuss the value of careful revision and list the main tasks involved in completing a business message • List four writing techniques for improving the readability of your messages • Discuss how you can improve the clarity and conciseness of your writing

3. Learning Objectives • Explain how design elements help determine the effectiveness of your documents • List eight tips for improving message quality through careful proofreading • Discuss the most important issues to consider when distributing your message

4. Beyond the First Draft • Content • Readability • Clarity • Conciseness

5. Analyze Situation Adapt to the Audience Revise Gather Information Produce Message Compose the Message Select Medium Proofread Message Get Organized Distribute Message The Three-Step Process Planning Writing Completing

6. Revising the Message • Type of message and choice of media • Content • Clarity • Conciseness • Readability

7. Evaluate the Message • Content • Organization • Style and tone

8. Review for Readability • Flesch-Kincaid Grade Level Score • Flesch Reading Ease Score

9. Increasing “Skim” Value • Sentences • Paragraphs • Listed items • Headings

10. Vary Sentence Length • Create interest • Promote readability • Emphasize points • Enliven your writing • Appeal to readers

11. Keep Paragraphs Short • Break up thoughts • Boost readability • Emphasize ideas

12. Use Lists and Bullets • Show sequence of ideas • Heighten visual impact • Emphasize key points • Simplify complex subjects • Provide visual breaks • Expedite skimming process

13. Headings and Subheadings • Descriptive or informative • Organization • Attention • Connection

14. Editing for Clarity • Break up overly long sentences • Rewrite hedging sentences • Impose parallelism • Correct dangling modifiers

15. Editing for Clarity • Reword long noun sequences • Replace camouflaged verbs • Clarify sentence structure • Clarify awkward references

16. Editing for Conciseness • Delete unnecessary words and phrases • Shorten long words and phrases • Eliminate redundancies • Recast “It is/There are” starters

17. Evaluate, Edit, and Revise the Work of Others • Help the writer succeed • Understand the writer’s intent

18. Cut and paste Revision marks Spell checker Thesaurus Search/replace Commenting Grammar check Style checker Revising with Technology

19. Producing the Message • Production quality • Effectiveness • Professionalism • Importance

20. Design for Readability • Consistency • Balance • Restraint • Detail

21. Design Techniques • White space • Margins • Justification • Typefaces • Type styles

22. Multimedia Documents • Level of skills • Tools • Time and cost • Content • Message structure • Compatibility

23. Production Technology • Templates and style sheets • Page setup features • Column and paragraph formatting • Numbered and bulleted lists • Information in tables • Photos, images, textboxes, and objects

24. Format for Business Letters • Letterhead stationery • Date • Inside address • Salutation • The message • Complimentary close • Signature block

25. Format for Memos • Memo title • Headings • The message

26. Proofread the Message • Writing errors • Design flaws • Layout problems • Production issues

27. Make Multiple Passes Use Perceptual Tricks Focus on High Priorities Maintain Your Distance Practice Vigilance Remain Focused Work With Printouts Take Your Time Proofreading Advice

28. Distributing Messages • Cost concerns • Convenience • Time constraints • Security and privacy