1. © Prentice Hall, 2008 Business Communication Today, 9eChapter 6 - 1 Completing Business Messages

2. © Prentice Hall, 2008 Business Communication Today, 9eChapter 6 - 2 PlanningWritingCompleting Analyze Situation Gather Information Select Medium Get Organized Revise Produce Proofread Distribute Adapt to the Audience Adapt to the Audience Compose the Message Compose the Message Three-Step Writing Process

3. © Prentice Hall, 2008 Business Communication Today, 9eChapter 6 - 3 Moving Past the First Draft Final Draft Content, Organization, Style, and Tone Overall Readability Clarity and Conciseness

4. © Prentice Hall, 2008 Business Communication Today, 9eChapter 6 - 4 Revising the Message ContentContent Style and Tone OrganizationOrganization

5. © Prentice Hall, 2008 Business Communication Today, 9eChapter 6 - 5 Reviewing for Readability Flesch-Kincaid Grade Level Score Flesch-Kincaid Flesch Reading Ease Score Flesch Reading Ease Score

6. © Prentice Hall, 2008 Business Communication Today, 9eChapter 6 - 6 Increasing “Skim” Value Sentences Headings Listed Items Paragraphs

7. © Prentice Hall, 2008 Business Communication Today, 9eChapter 6 - 7 Editing for Clarity Sentence Style Faulty Parallelism Dangling Modifiers Long Noun Sequences

8. © Prentice Hall, 2008 Business Communication Today, 9eChapter 6 - 8 Editing for Clarity Camouflaged Verbs Sentence Structure Awkward References Excess Enthusiasm

9. © Prentice Hall, 2008 Business Communication Today, 9eChapter 6 - 9 Editing for Conciseness Wordy Constructions Long Words or Phrases Redundant Wording “It is/There are” Starters

10. © Prentice Hall, 2008 Business Communication Today, 9eChapter 6 - 10 Revising with Technology GrammarCheckerGrammarCheckerThesaurusThesaurusStyleCheckerStyleChecker RevisionToolsRevisionToolsSpellCheckerSpellChecker

11. © Prentice Hall, 2008 Business Communication Today, 9eChapter 6 - 11 Producing the Message MultimediaElementsMultimediaElements DesignElementsDesignElements

12. © Prentice Hall, 2008 Business Communication Today, 9eChapter 6 - 12 Multimedia Elements PresentationSoftware Video Clips and Sound Bites GraphicsSoftware Hypertext Markup Language

13. © Prentice Hall, 2008 Business Communication Today, 9eChapter 6 - 13 Designing for Readability MessageEffectivenessMessageEffectiveness AudiencePerceptionsAudiencePerceptions

14. © Prentice Hall, 2008 Business Communication Today, 9eChapter 6 - 14 Design Elements Consistency Balance Detail Restraint

15. © Prentice Hall, 2008 Business Communication Today, 9eChapter 6 - 15 Design Techniques White Space Margins Justification Typefaces Type Styles

16. © Prentice Hall, 2008 Business Communication Today, 9eChapter 6 - 16 Using Technology Paragraph Formatting Numbered and Bulleted Lists Tables and Textboxes Pictures and Objects Templates and Style Sheets Page Setup Column Formatting

17. © Prentice Hall, 2008 Business Communication Today, 9eChapter 6 - 17 Format for Business-Letters LetterheadStationery XXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXX xxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxx xxxxxxxxx: xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxx, xxxxxxxxxxxxxx xxxxxxxxx Date InsideAddress Salutation TheMessage ComplimentaryClose SignatureBlock

18. © Prentice Hall, 2008 Business Communication Today, 9eChapter 6 - 18 XXXXXXXXXXXXXXX XX: xxxxxxxxxxxxxxxx XXXX: xxxxxxxxxx XXXXXXX: xxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx Format for Memos MemoTitle Headings TheMessage

19. © Prentice Hall, 2008 Business Communication Today, 9eChapter 6 - 19 Proofreading Your Message Edited CopyFinal Report Grammar and Usage Punctuation Design Errors Missing Material Overall Format Spelling Errors and Typos

20. © Prentice Hall, 2008 Business Communication Today, 9eChapter 6 - 20 Proofreading Advice Make multiple passes Use perceptual tricks Get some distance Stay focused and vigilant Review hardcopy documents Double-check high-priority items

21. © Prentice Hall, 2008 Business Communication Today, 9eChapter 6 - 21 Distributing the Message Cost Concerns Convenience Time Constraints Security and Privacy