BusCom05.ppt 285KB Mar 29 2010 04:55:17 AM

Writing
Business
Messages
©

Business Communicat

Chapter 5 - 1

Three-Step Writing
Process
Step 1
Planning

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Step 2
Writing

Step 3
Completing

Analyze

Organize

Revise

Investigate

Select

Produce

Adapt

Compose

Proofread

Business Communicat

Chapter 5 - 2

What Is
Good Organization?

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Clarify Subject
and Purpose

Exclude
Irrelevant Material

Group Ideas
and Use Logic

Include
Relevant Material

Business Communicat

Chapter 5 - 3

Why Is
Organization
Important?

Promotes
Understanding

Increases
Acceptance

Saves Your
Audience Time
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Business Communicat

Chapter 5 - 4

Organizing the Message
Defining the Main Idea
Limiting the Scope
Grouping the Support
Establishing the Sequence
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Business Communicat

Chapter 5 - 5

Defining the Main Idea

General
Purpose

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Specific
Purpose

Basic
Topic

Business Communicat

Main
Idea

Chapter 5 - 6

Limiting the Scope
of the Message

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Time and
Space

Number of
Main Points

Audience
Attitude

Depth of
Research

Business Communicat

Chapter 5 - 7

Constructing an Outline
Alphanumeric
I.

First Major Part

Decimal
1.0 First Major Part

A.

First subpoint

1.1

First subpoint

B.

Second subpoint

1.2

Second subpoint

C.

II.

1.

Evidence

1.2.1Evidence

2.

Evidence

1.2.2Evidence

Third subpoint

1.2.3 Third subpoint

Second Major Point

2.0 Second Major Point

A.

First subpoint

2.1

First subpoint

B.

Second subpoint

2.2

Second subpoint

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Business Communicat

Chapter 5 - 8

Using an Organization
Chart
The Main Idea
I. Major Point II. Major Point III. Major Point

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A. Evidence

A. Evidence

A. Evidence

B. Evidence

B. Evidence

B. Evidence

C. Evidence

C. Evidence

C. Evidence

Business Communicat

Chapter 5 - 9

Sequencing the
Message
Direct Approach

Indirect Approach

(Deductive)

(Inductive)

Audience Reaction
Message Length
Message Type
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Business Communicat

Chapter 5 -

Structuring the
Message
Main
Idea

Evidence
Support

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Business Communicat

Chapter 5 -

Three Types of Messages
Message
Type

Audience
Reaction

Type of
Approach

Routine, Good-News

Direct

or Good Will

Pleased
Or Neutral

Bad News

Displeased

Indirect

Persuasive

Uninterested
or Unwilling

Indirect

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Business Communicat

Chapter 5 -

Composing
Business Messages
The Right Style and Tone
Effective Sentences
Coherent Paragraphs
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Business Communicat

Chapter 5 -

Conversational
Tone

Controlling
Style And Tone

Plain
English
Active and
Passive Voice
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Sentence Structure
and Vocabulary

Business Communicat

Chapter 5 -

Choosing the Best Words
Correct Grammar
and Word Use
Function
Words
Unchanging
Meaning

Content Words

Concrete
Words

Mechanical
Usage

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Connotations

Denotations

Business Communicat

Abstract
Words

Chapter 5 -

Finding Words
That Communicate

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Use Strong
Words

Use Familiar
Words

Avoid
Clichés

Minimize
Jargon

Business Communicat

Chapter 5 -

Writing Effective
Sentences

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Simple

Compound

Complex

CompoundComplex

Business Communicat

Chapter 5 -

Writing Coherent
Paragraphs
Topic Sentences

Related Sentences

Transitions
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Business Communicat

Chapter 5 -

Frequently Used
Transitions
Additional Detail •Moreover, furthermore, in addition
Causal Relationship •Therefore, because, since, thus
Comparison •Similarly, likewise, still, in comparison
Contrast •Whereas, conversely, yet, however
Illustration •For example, in particular, in this case
Time Sequence •Formerly, after, meanwhile, sometimes
Summary •In brief, in short, to sum up

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Business Communicat

Chapter 5 -

Paragraph-Development
Methods
Technique

Description

•Illustration

•Give examples to illustrate an idea

•Comparison or Contrast

•Use similarities and differences

•Cause and Effect

•Focus on reasons for something

•Classification

•Categorize a general idea

•Problem and Solution

•Pose a problem, offer a solution

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Business Communicat

Chapter 5 -

Word Processing
Software
Numbered Lists
Footnotes and Endnotes
Indexes of Terms
Tables of Contents
Numbered Pages
Dates and Times
Prewritten Text
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Business Communicat

Chapter 5 -

Sending E-Mail
Messages

Stick to
the Point

Getting
Organized
Make it
Easy to Read

Use the
Subject Line

Composing
Messages
Personalize
The Message

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Business Communicat

Chapter 5 -