Transcript Writing Business Messages - Carteret Community College

Writing
Business Messages
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 4 - 1
Three-Step Writing Process
Planning
Analyze Situation
Gather Information
Select Medium
Get Organized
© Prentice Hall, 2007
Writing
Analyze
the Audience
Compose
the Message
Business Communication Essentials, 3e
Completing
Revise
Produce
Proofread
Distribute
Chapter 4 - 2
Adapt to the Audience
Sensitivity
Relationships
Style and Tone
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 4 - 3
Audience Sensitivity
Adopt a
“You” Attitude
Demonstrate
Business Etiquette
Emphasize
the Positive
Use Bias-Free
Language
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 4 - 4
The “You” Attitude
Instead of This
Use This
To help us process this order,
So that your order can be filled
we must ask for another copy of
promptly, please send another
the requisition.
copy of the requisition.
Instead of This
Use This
You should never use that type
That type of paper doesn’t work
of paper in the copy machine.
very well in the copy machine.
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 4 - 5
Business Etiquette
Respect
Courtesy
Diplomacy
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 4 - 6
Emphasize the Positive
Instead of This
Use This
Cheap Merchandise
Bargain Prices
Fake
Imitation or faux
Used Cars
Resale Cars
Failing
Underperforming
Elderly Person
Senior Citizen
Pimples and Zits
Complexion Problems
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 4 - 7
Bias-Free Language
Age
© Prentice Hall, 2007
Gender
Disability
Business Communication Essentials, 3e
Racial
or Ethnic
Chapter 4 - 8
A Strong
Audience Relationship
Establish
Your Credibility
Build the
Company’s Image
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 4 - 9
Establish Your Credibility
Honesty and Objectivity
Performance
Audience Awareness
Self Confidence
Credentials/Expertise
Sincerity
Endorsements
Communication Style
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 4 - 10
Build the Company’s Image
Support the Company
Ask for Advice
Observe Colleagues
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 4 - 11
Conversational
Tone
Controlling
Style And Tone
Plain English
Active and
Passive Voice
© Prentice Hall, 2007
Sentence Structure
and Vocabulary
Business Communication Essentials, 3e
Chapter 4 - 12
Conversational Tone
Business Messages
Avoid Using
Pompous
or Obsolete
Language
© Prentice Hall, 2007
Preaching
or Bragging
Use Carefully
Emotion or
Intimacy
Business Communication Essentials, 3e
Humor or
Satire
Chapter 4 - 13
Writing in Plain English
Straightforward
Easy to Understand
Conversational
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 4 - 14
Using the Right Voice
Active Voice
Passive Voice
Subject + Verb + Object
Object + Verb + Subject
Joe rented the car.
The car was rented by Joe.
Characteristics
Characteristics
Direct
Concise
© Prentice Hall, 2007
Vigorous
Indirect
Business Communication Essentials, 3e
Tactful
Reserved
Chapter 4 - 15
Composing the Message
Word Choice
Sentences
Paragraphs
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 4 - 16
Choosing Strong Words
Correct Grammar
and Word Use
Function Words
Content Words
Unchanging
Meaning
Concrete
Words
Mechanical
Usage
© Prentice Hall, 2007
Connotations
Denotations
Business Communication Essentials, 3e
Abstract
Words
Chapter 4 - 17
Finding Words
That Communicate
Use Strong
Words
Use Familiar
Words
Avoid
Clichés
Minimize
Jargon
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 4 - 18
Effective Sentences
Simple
Compound
Complex
CompoundComplex
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 4 - 19
Coherent Paragraphs
Topic Sentences
Support Sentences
Transitions
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 4 - 20
Paragraph Development
Technique
Description
Illustration
Demonstrate with examples
Comparison or Contrast
Use similarities and differences
Cause and Effect
Focus on reasons and outcomes
Classification
Categorize a general idea
Problem and Solution
Pose a problem, offer a solution
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 4 - 21
Using Technology
Style Sheets
and Templates
Auto-Completion
and Auto-Correction
File Merge
and Mail Merge
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 4 - 22
Using Technology
Endnotes
and Footnotes
Indexes and
Tables of Contents
Document Wizards
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 4 - 23
Reviewing Key Points
• Applying the three-step process
• Adapting to your audience
• Composing your message
• Using technology wisely
© Prentice Hall, 2007
Business Communication Essentials, 3e
Chapter 4 - 24