essentials of business communication
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© 2007 Thomson South-Western
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CHAPTER 3CHAPTER 3
Improving Writing
Techniques
Chapter 3, Slide 2Mary Ellen Guffey, Essentials of Business Communication, 7e
The Writing ProcessThe Writing Process
Chapter 3, Slide 3Mary Ellen Guffey, Essentials of Business Communication, 7e
Formal Research Methods for Formal Research Methods for Gathering InformationGathering Information
Search manually (books, magazines, journals).
Access electronically (Internet, databases, compact discs).
Go to the source (interviews, surveys, questionnaires, focus groups).
Conduct scientific experiments (measure variables using control groups).
Chapter 3, Slide 4Mary Ellen Guffey, Essentials of Business Communication, 7e
Informal Research Methods for Informal Research Methods for Gathering InformationGathering Information
Look in organization files.
Talk with your boss. Interview the target
audience. Conduct an informal
survey. Brainstorm for ideas.
Chapter 3, Slide 5Mary Ellen Guffey, Essentials of Business Communication, 7e
Formatfor anOutline
Chapter 3, Slide 6Mary Ellen Guffey, Essentials of Business Communication, 7e
Tips for Making Outlines
Chapter 3, Slide 7Mary Ellen Guffey, Essentials of Business Communication, 7e
OrganizingOrganizingBusinessBusinessMessagesMessages
OrganizingOrganizingBusinessBusinessMessagesMessages
DIRECT STRATEGYDIRECT STRATEGY
Main idea comesfirst followed by
details and explanations
Main idea comesfirst followed by
details and explanations
Chapter 3, Slide 8Mary Ellen Guffey, Essentials of Business Communication, 7e
Chapter 3, Slide 9Mary Ellen Guffey, Essentials of Business Communication, 7e
OrganizingOrganizingBusinessBusinessMessagesMessages
OrganizingOrganizingBusinessBusinessMessagesMessages INDIRECT STRATEGYINDIRECT STRATEGY
Explanation precedes main idea
Explanation precedes main idea
Chapter 3, Slide 10Mary Ellen Guffey, Essentials of Business Communication, 7e
Chapter 3, Slide 11Mary Ellen Guffey, Essentials of Business Communication, 7e
AdvantagesAdvantagesAdvantagesAdvantages
DIRECT STRATEGYDIRECT
STRATEGY
Saves reader’s time Sets a proper frame of mind Prevents frustration Appears businesslike
INDIRECT STRATEGYINDIRECT STRATEGY
Respects feelings of audience Encourages a fair hearing Minimizes a negative reaction
Chapter 3, Slide 12Mary Ellen Guffey, Essentials of Business Communication, 7e
Useful WhenUseful WhenUseful WhenUseful When
DIRECT STRATEGYDIRECT
STRATEGY
Receiver is receptive Receiver requires no education
about topic Message is routine
INDIRECT STRATEGYINDIRECT STRATEGY
Receiver may be upset Receiver may be hostile Receiver must be persuaded or
educated Message is sensitive
Chapter 3, Slide 13Mary Ellen Guffey, Essentials of Business Communication, 7e
Effective Sentences
subject verb
Employees send many e-mail messages.
CompleteSentences PhrasesClauses
Complete sentences have subjects and verbs and make sense
(are capable of standing alone).
Chapter 1, Slide 14Mary Ellen Guffey, Essentials of Business Communication, 7e
Clauses also have subjects and verbs. Independent clauses can stand alone. Dependent clauses rely on independent
clauses for their meaning.
CompleteSentences PhrasesClauses
dependent clause independent clauseWhen you speak, you reveal yourself.
Chapter 1, Slide 15Mary Ellen Guffey, Essentials of Business Communication, 7e
Phrases are groups of relatedwords without subjects and verbs.
CompleteSentences PhrasesClauses
phrase phrase
In the afternoon, I work at the mall.
Chapter 1, Slide 16Mary Ellen Guffey, Essentials of Business Communication, 7e
Fragment
Even though the pay was low. Many candidates
applied.
Revision:Even though the pay was low, many candidates applied.
Avoidsentence
fragments.
Chapter 1, Slide 17Mary Ellen Guffey, Essentials of Business Communication, 7e
Fused Sentences
Two candidates applied only one was hired.
Avoidsentence
fragments.
Avoid run-on (fused)sentences.
Revisions:Two candidates applied. Only one was hired.
Two candidates applied; only one was hired.
Two candidates applied, but only one was hired.
Chapter 1, Slide 18Mary Ellen Guffey, Essentials of Business Communication, 7e
Comma Splice
Many were qualified, Jeff was hired.
Avoidsentence
fragments.
Avoidcomma-splice
sentences.
Avoid run-on (fused)sentences.
Revisions:Many were qualified. Jeff was hired.Many were qualified; Jeff was hired.Many were qualified; however, Jeff was hired.Many were qualified, but Jeff was hired.
Chapter 3, Slide 19Mary Ellen Guffey, Essentials of Business Communication, 7e
Quick Check
Revise the following to avoid fragments, run-on sentences, and comma-splices.
You can create a Web-based job portfolio; it will impress potential employers.
You can create a Web-based job portfolio it will impress potential employers.
Send a scannable résumé. When you apply for a job.
Send a scannable résumé when you apply for a job.
Chapter 3, Slide 20Mary Ellen Guffey, Essentials of Business Communication, 7e
Quick Check
Although technical skills are important, communication skills are also in great demand.
College used to be for young people; however, many older students now seek degrees.
Revise the following to avoid fragments, run-on sentences, and comma-splices.
Although technical skills are important. Communication skills are also in great demand.College used to be for young people, however many older students now seek degrees.
Chapter 3, Slide 21Mary Ellen Guffey, Essentials of Business Communication, 7e
Quick Check
Revise the following to avoid fragments, run-on sentences, and comma-splices.
Technology is changing the business world. People are writing more messages than ever before. OR: Technology is changing the business world; people are . . . .
Technology is changing the business world people are writing more messages than ever before.
Chapter 3, Slide 22Mary Ellen Guffey, Essentials of Business Communication, 7e
Quick Check
Revise the following to avoid fragments, run-on sentences, and comma-splices.
Executives are busy. They won't read wordy messages and reports. OR: Executives are busy; they won't read . . . .
Executives are busy, they won't read wordy messages and reports.
Chapter 3, Slide 23Mary Ellen Guffey, Essentials of Business Communication, 7e
Emphasis Through MechanicsEmphasis Through MechanicsEmphasis Through MechanicsEmphasis Through Mechanics
Underlining:Which of these methods do you prefer?
Italics and Boldface:
The use of boldface and italics captures the reader’s attention.
All Caps:Notice how EXPENSE-FREE stands out.
Chapter 1, Slide 24Mary Ellen Guffey, Essentials of Business Communication, 7e
Tabulation: listing items vertically emphasizes them:
1. First item2. Second item3. Third item
Dashes:
Other methods–including dashes–may be used.
Chapter 3, Slide 25Mary Ellen Guffey, Essentials of Business Communication, 7e
Active-voice verbs show the subject performing the action.
Active- and Active- and Passive-Voice VerbsPassive-Voice Verbs
Most major employers require drug testing. (Active voice; the subject is acting)
Dr. Smith recommended Tina for the job. (Active voice; the subject is acting)
Chapter 3, Slide 26Mary Ellen Guffey, Essentials of Business Communication, 7e
In passive-voice sentences, the subject is being acted upon. Passive-voice verbs require helper verbs, such as is and was in these examples:
Drug testing is required by most major employers.(Passive voice; the subject is being acted upon)
Tina was recommended for the job by Dr. Smith.(Passive voice; the subject is being acted upon)
Chapter 3, Slide 27Mary Ellen Guffey, Essentials of Business Communication, 7e
Use the active voice for most business writing.
Use the passive voice to emphasize an action or the recipient of the action–rather than the actor (Specialists were hired; Laura was honored).
Use the passive voice to break bad news (Although your lease cannot be renewed, we can offer . . . ).
Chapter 3, Slide 28Mary Ellen Guffey, Essentials of Business Communication, 7e
Quick Check
Convert the following sentences to active voice. You may have to add a subject.
Our membership meeting was postponed by the president.
The résumés of job candidates are sorted quickly by the software program Resumix.
The president postponed our membership meeting.
The software program Resumix sorts résumés of job candidates quickly.
Chapter 3, Slide 29Mary Ellen Guffey, Essentials of Business Communication, 7e
Quick Check
Convert the following sentences to active voice. You may have to add a subject.
We were given our orders by the manager.
Our intranet is used by employees to complete forms.
The manager gave us our orders.
Employees use our intranet to complete forms.
Chapter 3, Slide 30Mary Ellen Guffey, Essentials of Business Communication, 7e
Quick Check
Convert the following sentences to passive voice.
We must delay shipment of your merchandise because of heavy demand.
Management rejected our plan.
Your merchandise shipment must be delayed because of heavy demand.
Our plan was rejected by management.
Chapter 3, Slide 31Mary Ellen Guffey, Essentials of Business Communication, 7e
Developing ParallelismDeveloping ParallelismDeveloping ParallelismDeveloping Parallelism
Parallel expression results from balanced con-struction. Match nouns with nouns, verbs with verbs, phrases with phrases, and clauses with clauses.
Training sessions have been stimulat-ing and challenging.(Matching endings ofverbals)
Training sessions have been stimulat-ing and challenging.(Matching endings ofverbals)
Training sessions have been stimulat-ing and a challenge.
Training sessions have been stimulat-ing and a challenge.
Poor Parallel
Chapter 3, Slide 32Mary Ellen Guffey, Essentials of Business Communication, 7e
We are very concerned with the quality, location, and transportation costs of raw materials.
(Matching nouns)
We are very concerned with the quality, location, and transportation costs of raw materials.
(Matching nouns)
We are very concerned with the quality of raw materials, where they are located, and how much it costs to transport them.
We are very concerned with the quality of raw materials, where they are located, and how much it costs to transport them.
Poor Parallel
Chapter 3, Slide 33Mary Ellen Guffey, Essentials of Business Communication, 7e
Dangling and Dangling and Misplaced ModifiersMisplaced Modifiers
Dangling and Dangling and Misplaced ModifiersMisplaced Modifiers
For clarity, modifiers must be close to the words they describe or limit. Be particularly careful to place a logical subject immediately after an introductory verbal phrase.
Chapter 1, Slide 34Mary Ellen Guffey, Essentials of Business Communication, 7e
Any student who is enrolled in the college has full online privileges.
Any student who is enrolled in the college has full online privileges.
Any student has full online privileges whois enrolled in the college.
Any student has full online privileges whois enrolled in the college.
Poor Revised
Chapter 1, Slide 35Mary Ellen Guffey, Essentials of Business Communication, 7e
It’s hard to under-stand why employeeswith software problems would not go to our technical support staff.
It’s hard to under-stand why employeeswith software problems would not go to our technical support staff.
It’s hard to under- stand why employeeswould not go to our technical support staff with software problems.
It’s hard to under- stand why employeeswould not go to our technical support staff with software problems.
Poor Revised
Chapter 3, Slide 36Mary Ellen Guffey, Essentials of Business Communication, 7e
Quick Check
Revise the following sentence to correct any misplaced modifiers. Retain the introductory phrase.
She died in the house in which she was born at the age of 88.
Despite being paralyzed, doctors hoped that Mark would walk again.
At the age of 88, she died in the house in which she was born.
Despite Mark's paralysis, doctors hoped that he would walk again.
Chapter 3, Slide 37Mary Ellen Guffey, Essentials of Business Communication, 7e
Three Ways to Achieve Three Ways to Achieve Paragraph CoherenceParagraph Coherence
Three Ways to Achieve Three Ways to Achieve Paragraph CoherenceParagraph Coherence
Next month we plan to launch a promotion for our new Web site. The promotion will involve newspaper and TV campaigns.
To help guide your reader or listener from one thought to another, develop coherence by using one of these devices:
Repeat a key idea or key word(s).
Chapter 1, Slide 38Mary Ellen Guffey, Essentials of Business Communication, 7e
Considerable interest is now being shown in our extended certificates of deposit. They are more profitable when left on deposit for long periods of time.
Use a pronoun.
Chapter 1, Slide 39Mary Ellen Guffey, Essentials of Business Communication, 7e
Time Association before, after first, second meanwhile next until when, whenever
Use an appropriate transitional expression.
Chapter 1, Slide 40Mary Ellen Guffey, Essentials of Business Communication, 7e
Cause–Effect
consequently
for this reason
hence
therefore
Contrast although but however instead nevertheless on the other hand
Chapter 3, Slide 41Mary Ellen Guffey, Essentials of Business Communication, 7e
Composing the First DraftComposing the First Draft
Complete all necessary research. Find a quiet place to concentrate and work. Prohibit calls, visitors, and interruptions. Organize information using an outline. Decide whether to sprint write (get your
thoughts down quickly and revise later) or revise as you go.
Imagine you are talking to a reader or listener.