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Completing Business Messages

Completing Business Messages. 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

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Completing Business Messages

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  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 • Describe the steps you can take to 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. Revising the Message • Type of message and choice of media • Correctness • Clarity • Conciseness • Readability

  6. Evaluating the Message • Content • Organization • Style and tone

  7. Readability Indexes Document Skimming Word Length Sentence Length Number of Syllables Paragraph Length Sentence Length Lists and Bullets Paragraph Length Headings and Subheadings Review for Readability

  8. Vary Sentence Length • Short (up to 15 words) • Medium (15–25 words) • Long (over 25 words)

  9. Keep Paragraphs Short • Boost readability • Emphasize ideas • Stress transitions

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

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

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

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

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

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

  16. Revision tracking Spell checker Thesaurus Commenting Grammar checker Style checker Revising with Technology

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

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

  19. Design Techniques • White space • Margins • Justified type • Typefaces • Type styles

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

  21. Production Technology • Templates and style sheets • Page setup features • Column and paragraph formatting • Numbered and bulleted lists • Information in tables • Images, text boxes, and objects

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

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

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

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

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