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Chapter 6

Chapter 6. Completing Business Messages. Learning Objectives. Discuss the value of careful revision and describe the tasks involved in evaluating your first drafts and the work of other writers List four techniques you can use to improve the readability of your messages

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Chapter 6

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  1. Chapter 6 Completing Business Messages

  2. Learning Objectives • Discuss the value of careful revision and describe the tasks involved in evaluating your first drafts and the work of other writers • List four techniques you can use to improve the readability of your messages • Describe eight steps you can take to improve the clarity of your writing and give four tips on making your writing more concise

  3. Learning Objectives • List four principles of effective design, and explain the role of major design elements in document readability • Explain the importance of proofreading and give eight tips for successful proofreading • Discuss the most important issues to consider when distributing your messages

  4. Revising Your Message

  5. Evaluating Your First Draft

  6. Evaluating Your Message

  7. Help the Writer Succeed Understand the Writer’s Intent Evaluating, Editing, and Revising the Work of Others

  8. Revising to Improve Readability • Vary sentence length • Keep paragraphs short • Use lists to clarify and emphasize • Add headings and subheadings

  9. Short (up to 15 words) Medium (15–25 words) Long (over 25 words) Varying Your Sentence Length

  10. Keeping Your Paragraphs Short

  11. Using Lists to Clarify and Emphasize • Show sequence of ideas • Heighten visual impact • Emphasize key points • Simplify complex subjects • Provide visual breaks • Expedite skimming process

  12. Descriptive Headings Informative Headings Organization Attention Connection Adding Headings and Subheadings

  13. Editing for Clarity • Long Sentences • Hedging Sentences • Faulty Parallelism • Dangling Modifiers • Long Noun Sequences • Camouflaged Verbs • Sentence Structure • Awkward References

  14. Revising for Clarity

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

  16. Revising for Conciseness

  17. Using Technology to Revise Your Message

  18. Comments Attached to a PDF File Reviewers can use a variety of tools to modify text, insert comments, record audio commentary, and “rubber stamp” documents. All the comments, corrections, and other markups are listed in order and can be filtered by reviewer.

  19. Production Quality Effectiveness Professionalism Importance Producing the Message

  20. Designing for Readability

  21. Design Techniques

  22. Designing Multimedia Documents

  23. Multimedia Tools The window at the left shows all the stored audio and video elements available for use. The window at the right previews the video or screencast, frame by frame.

  24. Using Technology to Produce Your Message • Templates and style sheets • Page setup features • Column and paragraph formatting • Numbered and bulleted lists • Information in tables • Images, text boxes, and objects

  25. Letterhead Stationery XXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXX xxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxx xxxxxxxxx: xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxx, xxxxxxxxxxxxxx xxxxxxxxx xxxxxxxxx Date Inside Address Salutation The Message Complimentary Close Signature Block Formatting Formal Letters

  26. XXXXXXXXXXXXXXX XX: xxxxxxxxxxxxxxxx XXXX:xxxxxxxxxx XXXX: xxxxxxxxxx XXXXXXX:xxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx Memo Title Headings The Message Formatting Formal Memos

  27. Proofreading Your Message Create a Checklist to Check For: • Writing Errors • Design Flaws • Layout Problems Review Production Issues Such As: • Misspelled Words • Punctuation Errors • Inconsistent Fonts • Problems with Page Numbers

  28. Distributing Your Message

  29. Summary of Objectives

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