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Writing Business Messages

Writing Business Messages. 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.

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Writing Business Messages

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Presentation Transcript

  1. Writing Business Messages

  2. 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

  3. Adapt to the Audience • Be sensitive to audience’s needs • Build strong relationships • Control style and tone

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

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

  6. Business Etiquette • Show respect • Be courteous • Use diplomacy

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

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

  9. Audience Relationships • Establish your credibility • Build the company’s image

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

  11. Project Company’s Image • Be a spokesperson • Follow guidelines • Observe colleagues

  12. Controlling Style and Tone • Use a conversational tone • Write in plain English • Select active or passive voice

  13. Conversational Tone • Avoid using obsolete language • Avoid preaching or bragging • Control emotions and intimacy • Use humor or satire carefully

  14. Writing in Plain English • Straightforward • Understandable • Conversational

  15. Using the Right Voice • Active voice (subject-verb-object) • Direct • Concise • Vigorous • Passive voice (subject-verb-object) • Indirect • Tactful • Reserved

  16. Composing the Message • Word choice • Sentences • Paragraphs

  17. Choose Strong Words • Correct • Effective • Abstract • Concrete

  18. Communicate Effectively • Select powerful words • Choose familiar words • Avoid clichés • Minimize jargon

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

  20. Craft Good Paragraphs • Topic sentence • Support sentences • Transitional elements

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

  22. Using Technology • Style sheets and templates • Auto-completion or auto-correction • File or mail merge • Endnotes and footnotes • Indexes and tables of contents • Document wizards

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