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© Prentice Hall, 2003 Business Communication Today Chapter 5 - 1

Writing Writing Business Business MessagesMessages


Three-Step Writing Three-Step Writing ProcessProcess

Step 1

Planning

Step 3

Completing

Step 2

Writing

Analyze

Investigate

Adapt

Organize

Select

Compose

Revise

Produce

Proofread


What Is What Is Good Organization?Good Organization?

Clarify SubjectClarify Subjectand Purposeand Purpose

Group IdeasGroup Ideasand Use Logicand Use Logic

Exclude Exclude Irrelevant MaterialIrrelevant Material

Include Include Relevant MaterialRelevant Material


Why IsOrganizationImportant?

Promotes Understanding

IncreasesAcceptance

Saves YourAudience Time


Organizing the MessageOrganizing the Message

Defining the Main IdeaDefining the Main IdeaDefining the Main IdeaDefining the Main Idea

Limiting the ScopeLimiting the ScopeLimiting the ScopeLimiting the Scope

Grouping the SupportGrouping the SupportGrouping the SupportGrouping the Support

Establishing the SequenceEstablishing the SequenceEstablishing the SequenceEstablishing the Sequence


Defining the Main IdeaDefining the Main Idea

General General PurposePurpose

Specific Specific PurposePurpose

BasicBasicTopicTopic

MainMainIdeaIdea


Depth ofDepth ofResearchResearch

AudienceAudienceAttitudeAttitude

Number ofNumber ofMain PointsMain Points

Time andTime andSpaceSpace

Limiting the ScopeLimiting the Scopeof the Messageof the Message


Constructing an OutlineConstructing an Outline

I. First Major Part

A. First subpoint

B. Second subpoint

1. Evidence

2. Evidence

C. Third subpoint

II. Second Major Point

A. First subpoint

B. Second subpoint

1.0 First Major Part

1.1 First subpoint

1.2 Second subpoint

1.2.1Evidence

1.2.2Evidence

1.2.3 Third subpoint

2.0 Second Major Point

2.1 First subpoint

2.2 Second subpoint

AlphanumericAlphanumeric DecimalDecimal


Using an Organization Using an Organization

ChartChartThe Main IdeaThe Main Idea

I. Major PointI. Major Point II. Major PointII. Major Point III. Major PointIII. Major Point

A. EvidenceA. Evidence

B. EvidenceB. Evidence

C. EvidenceC. Evidence








Sequencing the Sequencing the

MessageMessageDirect Approach

(Deductive)Direct Approach

(Deductive)Indirect Approach

(Inductive)Indirect Approach

(Inductive)

Audience ReactionAudience Reaction

Message LengthMessage Length

Message TypeMessage Type


Structuring the Structuring the MessageMessage

Main Main IdeaIdea

Evidence

Support


Message Type

AudienceReaction

Type ofApproach

Routine, Good-News

or Good Will

Pleased Or Neutral

Direct

PersuasiveUninterestedor Unwilling

Indirect

Bad News Displeased Indirect

Three Types of MessagesThree Types of Messages


ComposingComposingBusiness MessagesBusiness Messages

The Right Style and ToneThe Right Style and Tone

Effective SentencesEffective Sentences

Coherent ParagraphsCoherent Paragraphs


ControllingControllingStyle And ToneStyle And Tone

Sentence StructureSentence Structureand Vocabularyand Vocabulary

ConversationalConversationalToneTone

PlainPlainEnglishEnglish

Active andActive andPassive VoicePassive Voice


Choosing the Best WordsChoosing the Best WordsChoosing the Best WordsChoosing the Best Words

Content WordsFunction Words

UnchangingMeaning

MechanicalUsage

Denotations

ConcreteWords

Connotations

AbstractWords

Correct Grammarand Word Use


Finding WordsFinding WordsThat CommunicateThat Communicate

Use StrongUse StrongWordsWords

Use StrongUse StrongWordsWords

AvoidAvoidClichésClichésAvoidAvoid

ClichésClichés

Use FamiliarUse FamiliarWordsWords

Use FamiliarUse FamiliarWordsWords

MinimizeMinimizeJargonJargon

MinimizeMinimizeJargonJargon


Writing EffectiveWriting EffectiveSentencesSentences

Compound Compound

Compound-Complex

Compound-Complex

SimpleSimple

ComplexComplex


Writing Coherent Writing Coherent

ParagraphsParagraphs

Topic Sentences

Related Sentences

Transitions


Frequently Used Frequently Used TransitionsTransitions

Additional Detail

Causal Relationship

Comparison

Contrast

Illustration

Time Sequence

Summary

•Moreover, furthermore, in addition

•Therefore, because, since, thus

•Similarly, likewise, still, in comparison

•Whereas, conversely, yet, however

•For example, in particular, in this case

•Formerly, after, meanwhile, sometimes

•In brief, in short, to sum up


Paragraph-Development Paragraph-Development

MethodsMethods

•Illustration

•Comparison or Contrast

•Cause and Effect

•Classification

•Problem and Solution

•Give examples to illustrate an idea

•Use similarities and differences

•Focus on reasons for something

•Categorize a general idea

•Pose a problem, offer a solution

Technique Description


Word Processing Word Processing SoftwareSoftware

Numbered Lists

Footnotes and Endnotes

Indexes of Terms

Tables of Contents

Numbered Pages

Dates and Times

Prewritten Text


Sending E-MailMessages Getting

Organized

ComposingMessages

Stick tothe Point

Make itEasy to Read

Use theSubject Line

PersonalizeThe Message

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