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Writing Business Messages

Writing Business Messages. Learning Objectives. Explain the importance of adapting to your audiences and list three ways of doing so Explain why establishing credibility is vital to the success of your communication efforts

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Writing Business Messages

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  1. Writing Business Messages

  2. Learning Objectives • Explain the importance of adapting to your audiences and list three ways of doing so • Explain why establishing credibility is vital to the success of your communication efforts • Discuss four ways of achieving a business-like tone with a clear, concise style

  3. Learning Objectives • Briefly describe how to select words that are not only correct but also effective • Explain how sentence style affects emphasis within your message • List five ways to develop paragraphs that are unified and coherent

  4. Adapting to the Audience • What’s in this for me? • Be sensitive to audience’s needs • Build strong relationships • Control style and tone

  5. Audience Sensitivity • Adopt the “you” attitude • Demonstrate business etiquette • Emphasize the positive • Use bias-free language

  6. The “You” Attitude • Speaking and writing for an audience • Wishes • Interests • Hopes • Preferences

  7. Business Etiquette • Show courtesy • Be considerate • Use diplomacy

  8. Emphasize the Positive • Avoid negativity • Stress benefits • Use euphemisms

  9. Use Bias-Free Language • Age • Gender • Disability • Race or ethnicity

  10. Audience Relationships • Establish your credibility • Project the company’s image

  11. Honesty Objectivity Awareness Credentials Endorsements Performance Confidence Communication Sincerity Establish Your Credibility

  12. Project Company Image • Be a spokesperson • Follow guidelines • Observe colleagues

  13. Control Style and Tone • Use a conversational tone • Use plain language • Select active or passive voice

  14. Achieving the Right Tone • Business messages • Differentiate between texting vs. writing • Avoid pompous language • Avoid preaching or bragging • Be careful with intimacy or humor

  15. Using Plain Language • Project a “You” attitude • Respect the audience • Boost productivity

  16. Using the Right Voice • Active voice (subject-verb-object) • Direct, concise, vigorous • Passive voice (object-verb-subject) • Indirect, tactful, reserved

  17. Composing the Message • Strong words • Effective sentences • Coherent paragraphs

  18. Choosing Strong Words • Connotation • Denotation • Abstraction • Concreteness

  19. Communicating Well • Choose powerful words • Choose familiar words • Avoid clichés and buzzwords • Use jargon carefully

  20. Write Effective Sentences • Choose the type of sentence • Emphasize key thoughts

  21. Craft Good Paragraphs • Unity and coherence • Topic sentence • Support sentences • Transitional elements

  22. Paragraph Development • Illustration • Classification • Cause and effect • Problem and solution • Comparison or contrast

  23. Style Sheets and Templates Smart Documents Master Documents Auto-Completion Auto-Correction Endnotes, Footnotes, Indexes and TOCs Wizards Mail Merge Format with Technology

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