Transcript Chapter 4 Preparing Spoken and Written Messages

Chapter 4
Preparing Spoken
and Written Messages
Objectives
1.
Apply techniques for developing effective sentences
and unified and coherent paragraphs
2.
Identify factors affecting readability and revise
messages to improve readability
3.
Prepare visually appealing documents that grab the
receiver’s attention and increase comprehension
4.
Revise and proofread a message for content,
organization, and style; mechanics; and format and
layout
Chapter 4 Lecture Slide
Planning and Preparing
Messages
Step 4
Organize the
message
Step 5
Prepare the
first draft
Step 6
Revise and proofread
for accuracy and
desired impact
Craft Powerful Sentences
Use correct sentence structure

Review pp. 127-129
 Review
Appendix C
Rely on active voice

Review pp. 128-129
Emphasize important ideas

Review pp. 129-131
Chapter 4
Punctuating Compound Sentences
Coordinate Conjunctions — AND, BUT, SO
Require only a comma to link independent clauses
The contract was approved, but the work was not completed.
Susan was upset, so she left her job.
Adverbial Conjunctions —THEREFORE, HOWEVER, NEVERTHELESS
Require a semicolon and a comma to link independent clauses
The contract was approved; however, the work was not completed.
Susan was upset; therefore, she left her job.
Omitted Conjunctions
Require a semicolon to link independent clauses
The contract was approved; the work was not completed.
Susan was upset; she left her job.
Chapter 4
Developing Coherent Paragraphs
Develop deductive and
inductive paragraphs
consistently
Link ideas to achieve
coherence
Keep paragraphs unified
Vary sentence and
paragraph length
Developing Coherent Paragraphs
Position the topic sentence
appropriately
 Topic
sentence-one sentence that
identifies the central idea
 Deductive-topic
sentence precedes
details
 Inductive-topic
sentence follow details
Developing Coherent Paragraphs
Link ideas to achieve coherence
 Each
sentence is in some way “linked” to
the preceding sentences
Developing Coherent Paragraphs
 Techniques
 Repeat
a word from the preceding sentence
 Use
a pronoun that represents a noun used in
the preceding sentence
–
…to take responsibility. It can be shared
 Use
connecting words
–
However, therefore, yet, nevertheless, in addition
–
“He wanted to on vacation. However, he had to
complete his work.”
Developing Coherent Paragraphs
Keep paragraphs unified
 Receivers
expect the first paragraph to
introduce a topic
 Additional
 A final
paragraphs discuss the topic
paragraph tie them together
 In-between
paragraphs should be
arranged in a systematic sequence
Developing Coherent Paragraphs
Vary sentence and paragraph length
 Short
or average length are preferred
 8-10
lines
 Keeping
all sentences the same length is
undesirable
Figure 4-1
Chapter 4 Lecture Slide
Planning and Preparing Messages
Step 4
Organize the
message
Step 5
Prepare the
first draft
Step 6
Revise and proofread
for accuracy and
desired impact
Improve readability
─
Assess reading level to adjust to receiver’s needs
─
Use grammar checkers to calculate readability, locate grammatical
errors, and improve writing style
─
Apply visual enhancements to design appealing documents that
are easy to read
Revise and proofread using systematic procedures
Chapter 4 Lecture Slide
Factors Affecting Readability

Difficulty of words

Sentence length
Desirable readability index
for business writing
8–11 grade
Revise and Proofread
Use grammar checkers to improve
readability
 Select
the checking style (casual,
standard, formal, or technical)
Apply visual enhancements
 Highlight
 Use
important information
only when they aid comprehension
Revise and Proofread
 Use
enumerations to emphasize units in a
series
 Bullets
 Use
usually desired
numbers or letter if the series is critical
(steps)
Revise and Proofread
 Headings
 Signpost
that direct the receiver from one
section to another
–
Major headings
–
Subheadings
 Tables
 Lines
and graphs clarify information
and borders can focus attention
Chapter 4 Lecture Slide
Procedures for Proofreading
1.
2.
3.
Use spell check to locate keying errors and
repeated words
Print a draft of the document
Proofread several times
1st for content, organization, and style
2nd for mechanical errors
3rd if document is non-routine or complex
4.
5.
Edit for format and layout
Print on high-quality paper
Chapter 4
Cultivate a Frame of Mind for
Effective Revising and Proofreading
Attempt to see things
from your audience’s
perspective rather than
from your own
Revise documents until
you cannot see further
improvements
Allow others to make
suggestions for
improving your writing
Chapter 4
Tips for Writing Effectively
at the Computer
Hone computer skills by continuing to learn
new features that improve efficiency
Use physical appearance of documents to
help organize and present ideas
Integrate the thinking and writing processes
Use spell check, thesaurus,
and grammar checker
Mark needed corrections
on printed copy and reprint
in final form
Summary
1.
Apply techniques for developing effective
sentences and unified coherent paragraphs
2.
Identify factors affecting readability and
revise sentences to improve readability
3.
Prepare visually appealing documents that
grab the receiver’s attention and increase
comprehension
4.
Revise and proofread a message for
content, organization, style, mechanics,
format, and layout