1. Organizing & Writing Business Messages
Business Communication Process & Product By Mery Ellen Guffey

2. Learning Objectives
Formal & informal methods of researching data & generating ideas.
Organize data into lists & alphanumeric or decimal outline.
Direct & indirect patterns for organizing ideas.
Composing the first draft of a message & techniques for creating effective sentences.
Define a paragraph, classic paragraph plans & techniques for composing meaningful paragraph.

3. Researching Data
The process of collecting the relevant information before writing a message is known as “Research”

4. Research Methods

5. Formal Search Methods Search Manually
Libraries, reference books, encyclopedia, etc.

6. Formal Search Methods 2. Access Electronically
Internet, Databases, Compact Discs, etc.

7. Formal Search Methods 3. Investigate Primary Sources
Develop firsthand information from the source by organizing focus groups or putting questionnaire.

8. Formal Search Methods Experiment Scientifically
Present choices with controlled variables instead of asking for target audience’s opinion.

9. Informal Search Methods
Look in the Files Before asking others for help, see what you can find yourself.

10. Informal Search Methods
Talk with your Boss
Get information from the individual making the assignment.

11. Informal Search Methods
Interview the Target Audience
Consider taking with individuals at whom the message is aimed.

12. Informal Search Methods
Conduct an informal Survey
Gather helpful information via questionnaires or telephone surveys.

13. Informal Search Methods
Brainstorm for Ideas
Discuss ideas for the writing tasks at hand, and record at least a dozen ideas without judging them.

14. Informal Search Methods
6. Develop a Cluster Diagram
To help you generate and organize ideas.

15. Organizing Concept The Primary purpose of Organizing are. Grouping.
Patterning.
Organizing Ideas:
Writers of well organized messages group similar ideas
together so that the readers can see
relationships and follow
arguments.

16. Organizing Techniques
Approach varies with project nature and type.
Listing
For Simple Massages
Outlining
For Complex Massages

17. 4 Organizing Ideas Into Patterns Advantages Direct Pattern
Receptive Audience
Advantages
Save reader’s time.
Set proper frame of mind.
Prevents frustration.

18. 4 Organizing Ideas Into Patterns Advantages Indirect Pattern
Unreceptive Audience
Advantages
Respects the feelings of the audience
Ensures a fair hearing
Minimizes the negative reaction

19. But the question is that
Composing Message
Writers suggest that when composing the first draft, write quickly and save time for revision.
But the question is that
How can we create effective sentences ?

20. Avoiding dangling & misplace modifiers. Emphasizing important ideas.
Techniques for writing an effective Sentences
Using short sentences.
Avoiding dangling & misplace modifiers.
Emphasizing important ideas.
Using the active voice.
Using the passive voice selectively .

21. Example of Dangling & Misplaced Modifier
Dangling Modifier: To win the lottery, a ticket must be purchased.
Improved: To win the lottery, you must purchase a ticket.
Misplaced Modifier: Seeing his error too late, the envelope was immediately resealed by Mark.
Improved: Seeing his error too late, Mark immediately resealed the envelope .

22. Using transitional expressions to build coherence
Drafting Effective Paragraphs
Discussing one topic
Effective Para focus on one topic
Using transitional expressions to build coherence
Additionally, for example, accordingly, furthermore, etc
Composing short paragraphs
Fewer than 8 lines.

23. Organizing sentences into paragraphs
Drafting Effective Paragraphs
Organizing sentences into paragraphs
Main Sentence
Supporting Sentence
Limiting Sentence

24. Using the direct paragraph plan. Using the pivoting paragraph plan.
Drafting Effective Paragraphs
Using the direct paragraph plan.
Using the pivoting paragraph plan.
Using the indirect paragraph plan.
Linking ideas to build coherence:
Sustaining the key ideas
Using pronouns
Dovetailing sentences

25. Conclusion
This chapter is all about researching the data in formal & informal way, organizing the data into patterns and prepare an effective business messages by focusing on the techniques by following, a good writer can draft an effective business messages.

26. Thank You