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Lecture 6

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  1. Lecture 6 Editing your message

  2. Last Week • We discussed prewriting: • Gathering • Organizing • Focusing

  3. LAST WEEK • We discussed writing: • Drafting • Editing

  4. Today • Learn about indirect and direct messages • The importance of the introduction and conclusion • The three parts of editing: • Editing for Content • Editing for Style • Editing for Readability

  5. To Begin • Communication Strategy: Message Structure

  6. Message Structure • Thoughts can be random. • Our Message should not be

  7. Emphasis • Your emphasis is the strongest point of your message. • We must learn how to emphasize the important points.

  8. Emphasis • Audience Memory Curve. • When is the Audience most interested?

  9. Emphasis • Lesson: • Most interested at the beginning and at the end.

  10. Emphasis • Lesson: • We must state important points either at the beginning or end (or both!)

  11. Emphasis • Lesson: • Don’t bury good ideas in the middle!!!

  12. Emphasis • Direct Approach: main ideas at beginning • Indirect: Main ideas at end

  13. Direct Approach • I really like my BUS 100 Class • It is fun • It is interesting • It is cool

  14. Direct Approach I need to shower. • I am dirty • I have a date • I have not showered in a week

  15. INDirect Approach • BUS 100 is fun • It is interesting • It is cool Therefore, I really like my BUS 100 Class

  16. Indirect Approach • I am dirty • I have a date • I have not showered in a week • Therefore, I need to shower.

  17. What to use? • Use the direct approach: • It makes things easier to understand. • Is audience centered • Saves time

  18. What to use? • Rarely use the indirect approach. Only if: • The message is sensitive • The message is negative.

  19. Editing • Summary: Most important part of message: • Beginning • Ending

  20. Editing • In Writing: • Introduction - opening • Conclusion - closing

  21. Editing • In Writing: • Introduction • Conclusion

  22. Introduction • Page 62 • Why is it important? • What does it do?

  23. Introduction • Builds reader interest • Explains why you are writing • Gives a preview of the message/report

  24. Introduction • Build Reader interest: • Refer to an existing situation: • As you know... • As we discussed... • As you requested • As desired...

  25. Introduction • Build Reader interest: • Refer to shared ideas • We must improve our standards • Our company has to... • This company is... • We must...

  26. Introduction • Explain purpose for writing. • Answer the question. Why am I writing?

  27. Introduction • This report shows... • I am writing because... • This message is to... • This will explain

  28. Introduction • Reader must know why you are writing!

  29. Introduction • Provides a preview – explains how message is organized

  30. Introduction • Preview: • This message covers all new steps in the procedure • This message is organized in three sections (1) ...... (2)..... and (3).....

  31. Introduction • Builds reader interest • Explains why you are writing • Gives a preview of the message/report

  32. Conclusion • Also called “Closing” • Feedback – what will I do next? • And/or • What next? – what should you do?

  33. Conclusion • Feedback: • I will call you next week • I will see you on Thursday • I will email you more info

  34. Conclusion • What next? • Please send any questions • Please contact me • Please respond by January 20

  35. Conclusion • Goodbye! • Include a polite goodbye, to make the reader end with good feelings

  36. Conclusion • Goodbye! • I look forward to seeing you • I look forward to working for you • I look forward to talking to

  37. Conclusion • Never: • Introduce a new topic • End too quickly

  38. Intro/Conclusion • We will revisit these topics later this week

  39. Editing • Think of editing as having 3 parts: • For content • For readability • For style

  40. Editing • Think of editing as having 3 parts: • For content • For readability • For style

  41. Content • Editing follows Drafting in our writing process • Print out your draft and begin editing • The three steps of editing need not be done in order

  42. Content • To start, review the five communication strategies. Be sure the message is saying what you want it to.

  43. Content • Sell? Tell? • Audience Appropriate? • Right Channel? • Etc.

  44. Content • Read the paper: • Are the right main points there? • Give to a friend. • Read out loud

  45. Content • Shorten: • Remove any unnecessary info. • Remember: in Business there is not much time

  46. Content-Summary • Print a copy • Review Communication Strategies • Have a friend read it • Shorten the paper

  47. Editing • Think of editing as having 3 parts: • For content • For readability • For style

  48. readability • Business writing needs to be short, clear, and direct • Here are a few tips and examples to help you improve you writing and make it more clear

  49. readability • Avoid wordiness • Use as few words as you can • Say as much as you can with as few words as possible

  50. readability • Bad: Too long • He is good in terms of basketball ability and skill • Good: short and clear • He plays basketball well.