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Mary Ellen Guffey, Richard Almonte Essentials of Business Communication, 6th Canadian Edition Copyright 2010 by © Nelson Education Ltd Ch. 2- Chapter 2.

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Presentation on theme: "Mary Ellen Guffey, Richard Almonte Essentials of Business Communication, 6th Canadian Edition Copyright 2010 by © Nelson Education Ltd Ch. 2- Chapter 2."— Presentation transcript:

1 Mary Ellen Guffey, Richard Almonte Essentials of Business Communication, 6th Canadian Edition Copyright 2010 by © Nelson Education Ltd Ch. 2- Chapter 2 Before You Write

2 Mary Ellen Guffey, Richard Almonte Essentials of Business Communication, 6th Canadian Edition Copyright 2010 by © Nelson Education Ltd Ch. 2- Characteristics of Business Writing Business writing must be audience oriented purposeful professional economical

3 Mary Ellen Guffey, Richard Almonte Essentials of Business Communication, 6th Canadian Edition Copyright 2010 by © Nelson Education Ltd Ch. 2- The Writing Process Stage 1: Prewriting Analyzing Anticipating Adapting Stage 2: Writing Researching Organizing Composing Stage 3: Revising Revising Proofreading Evaluating

4 Mary Ellen Guffey, Richard Almonte Essentials of Business Communication, 6th Canadian Edition Copyright 2010 by © Nelson Education Ltd Ch. 2- Analyze the Purpose for Writing Ask yourself two important questions: Why am I sending this message? What do I hope to achieve?

5 Mary Ellen Guffey, Richard Almonte Essentials of Business Communication, 6th Canadian Edition Copyright 2010 by © Nelson Education Ltd Ch. 2- Factors Determining Channel Selection n Importance of the message n Amount and speed of feedback required n Necessity of a permanent record n Cost of the channel n Degree of formality required n Best practices in your company

6 Mary Ellen Guffey, Richard Almonte Essentials of Business Communication, 6th Canadian Edition Copyright 2010 by © Nelson Education Ltd Ch. 2- Anticipate the Audience To achieve your communication goals, profile the audience respond to the profile

7 Mary Ellen Guffey, Richard Almonte Essentials of Business Communication, 6th Canadian Edition Copyright 2010 by © Nelson Education Ltd Ch. 2- Emphasize Reader Benefits and Develop the You View Instead of this: We are promoting a new plan that we believe has many outstanding benefits. Try this: You will enjoy total peace of mind with our affordable holiday get away plan that meets all your needs. Shape your statements to involve the reader. Strive to develop the you view.

8 Mary Ellen Guffey, Richard Almonte Essentials of Business Communication, 6th Canadian Edition Copyright 2010 by © Nelson Education Ltd Ch. 2- Emphasize Reader Benefits and Develop the You View Instead of this: Before we can allow you to purchase items on this new account, we must wait two weeks to verify your credit. Try this: You may begin making purchases on your new account in two weeks. Shape your statements to involve the reader. Strive to develop the you view.

9 Mary Ellen Guffey, Richard Almonte Essentials of Business Communication, 6th Canadian Edition Copyright 2010 by © Nelson Education Ltd Ch. 2- Emphasize Reader Benefits and Develop the You View Instead of this: I need your response immediately so that I can make the employee vacation schedule by next week. Try this: Your quick response means your vacation schedules will be ready next week. Shape your statements to involve the reader. Strive to develop the you view.

10 Mary Ellen Guffey, Richard Almonte Essentials of Business Communication, 6th Canadian Edition Copyright 2010 by © Nelson Education Ltd Ch. 2- Use Conversational Language Instead of this: The undersigned takes pleasure in.... Instead of this: It may be of some concern to you to learn that your cheque has been received and your account has been credited for $250. Try this: Im happy to.... Try this: Weve credited your account for $250.

11 Mary Ellen Guffey, Richard Almonte Essentials of Business Communication, 6th Canadian Edition Copyright 2010 by © Nelson Education Ltd Ch. 2- Use Positive Language Instead of this: Employees may not use the First Street entrance during remodeling. Instead of this: We cannot fill your order until we receive an exact model number. Try this: Employees may use the Market Street entrance during remodeling. Try this: We can fill your order once we receive an exact model number.

12 Mary Ellen Guffey, Richard Almonte Essentials of Business Communication, 6th Canadian Edition Copyright 2010 by © Nelson Education Ltd Ch. 2- Use Inclusive Language Instead of this: Have you called a salesman? Instead of this: Every executive has his own office. Try this: Have you called a salesperson? Try this: All executives have their own offices.

13 Mary Ellen Guffey, Richard Almonte Essentials of Business Communication, 6th Canadian Edition Copyright 2010 by © Nelson Education Ltd Ch. 2- Try Your Skill Revise this sentence to create a more conversational tone and to state your idea positively. The undersigned takes great pleasure in welcoming you to our staff. Im happy to welcome you to our staff.

14 Mary Ellen Guffey, Richard Almonte Essentials of Business Communication, 6th Canadian Edition Copyright 2010 by © Nelson Education Ltd Ch. 2- Try Your Skill Revise this sentence to create a more conversational tone and to state your idea positively. We cannot send your order from our warehouse until June 1. Your order will be on its way to you June 1.

15 Mary Ellen Guffey, Richard Almonte Essentials of Business Communication, 6th Canadian Edition Copyright 2010 by © Nelson Education Ltd Ch. 2- Try Your Skill Revise this sentence to create reader benefits. I have 15 different financial plans to offer my investors. You have 15 different financial plans from which to choose.

16 Mary Ellen Guffey, Richard Almonte Essentials of Business Communication, 6th Canadian Edition Copyright 2010 by © Nelson Education Ltd Ch. 2- Try Your Skill Revise this sentence to create reader benefits. We want all newly hired employees to use our carpooling program for at least three months. As a newly hired employee, you wont have to drive to work for the first three months because you can carpool.

17 Mary Ellen Guffey, Richard Almonte Essentials of Business Communication, 6th Canadian Edition Copyright 2010 by © Nelson Education Ltd Ch. 2- Use Plain Language Avoid inflated language. Each person to whom the request is herein addressed is henceforth solicited to submit, or to have his or her department representative submit, to the undersigned officer, a comment on whether the proposed plan, in his or her considered view, meets the requirements of the bill recently tabled in Parliament. Simple Translation: You may wish to comment on whether the proposed plan meets the requirements of the new bill.

18 Mary Ellen Guffey, Richard Almonte Essentials of Business Communication, 6th Canadian Edition Copyright 2010 by © Nelson Education Ltd Ch. 2- Use Familiar Words Less familiar words: encounter extrapolate obligatory terminate Simple alternatives: meet project required end Avoid long, difficult, and unfamiliar words. Use short, simple, and common words whenever possible.

19 Mary Ellen Guffey, Richard Almonte Essentials of Business Communication, 6th Canadian Edition Copyright 2010 by © Nelson Education Ltd Ch. 2- Try Your Skill Revise this sentence using simpler language. You may encounter difficulties in terminating the contract. You may meet difficulties in ending the contract.

20 Mary Ellen Guffey, Richard Almonte Essentials of Business Communication, 6th Canadian Edition Copyright 2010 by © Nelson Education Ltd Ch. 2- Try Your Skill Revise this sentence using simpler language. As stipulated, we extrapolated the budget figures for two years. As required, we projected the budget figures for two years.

21 Mary Ellen Guffey, Richard Almonte Essentials of Business Communication, 6th Canadian Edition Copyright 2010 by © Nelson Education Ltd Ch. 2- Try Your Skill Revise this sentence using simpler language. Will you utilize workbooks during the obligatory training period? Will you use workbooks during the required training period?

22 Mary Ellen Guffey, Richard Almonte Essentials of Business Communication, 6th Canadian Edition Copyright 2010 by © Nelson Education Ltd Ch. 2- Try Your Skill Revise this sentence using simpler language. We anticipate that a majority of the alternatives will be fundamental enough to meet our requirements. We expect that most of the choices will be basic enough to meet our needs.

23 Mary Ellen Guffey, Richard Almonte Essentials of Business Communication, 6th Canadian Edition Copyright 2010 by © Nelson Education Ltd Ch. 2- Seven Ways Technology Can Improve Your Business Writing Ê Fighting writers block Ë Collecting information electronically Ì Using templates Í Improving correctness and precision Î Adding graphics for emphasis Ï Designing and producing professional-looking documents, presentations, and Web pages ÐUsing software for team writing

24 Mary Ellen Guffey, Richard Almonte Essentials of Business Communication, 6th Canadian Edition Copyright 2010 by © Nelson Education Ltd Ch. 2- End


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