Transcript Chapter 4 Preparing Spoken and Written Messages Business Communication

Chapter 4
Preparing Spoken and
Written Messages
Business Communication, 14e
Lehman and DuFrene
Business Communication, 14th edition by Lehman and DuFrene
Copyright
2005 by South-Western, a division of Thomson Learning
Chapter 4
Planning and Preparing Messages
Step 4
Organize the
message

Revise and proofread
for accuracy and
desired impact
Craft powerful sentences
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Step 6
Step 5
Prepare the
first draft
Use correct sentence structure
Rely on active voice
Emphasize important ideas
Develop coherent paragraphs
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Develop deductive and inductive paragraphs consistently
Link ideas to achieve coherence
Keep paragraphs unified
Vary sentence and paragraph length
Business Communication, 14th edition by Lehman and DuFrene
Copyright
2005 by South-Western, a division of Thomson Learning
Chapter 4
Planning and Preparing Messages
Step 4
Organize the
message

Revise and proofread
for accuracy and
desired impact
Improve readability
─
─
─

Step 6
Step 5
Prepare the
first draft
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
Business Communication, 14th edition by Lehman and DuFrene
Copyright
2005 by South-Western, a division of Thomson Learning
Chapter 4
Factors Affecting Readability

Difficulty of words

Sentence length
Desirable readability index
for business writing
8–11 grade
Business Communication, 14th edition by Lehman and DuFrene
Copyright
2005 by South-Western, a division of Thomson Learning
Chapter 4
Procedures for Proofreading
1.
Use spell check to locate keying errors and
repeated words
2.
Print a draft of the document
3.
Proofread several times
1st for content, organization, and style
2nd for mechanical errors
3rd if document is non-routine or complex
4.
Edit for format and layout
5.
Print on high-quality paper
Business Communication, 14th edition by Lehman and DuFrene
Copyright
2005 by South-Western, a division of Thomson Learning