Chapter 6 The Writing Process Business Communication Chapter 6 The Writing Process Copyright 2010 South-Western Cengage Learning

Planning Messages Identify the objective Determine the main idea To inform To request To record To persuade Determine the main idea Choose supporting details Adjust for the receiver © Stockbyte / Getty Images Adjust the message for the receiver. 6.1 Planning and Organizing Messages

Organizing Messages Direct order Indirect order Direct-indirect order 6.1 Planning and Organizing Messages

Providing Complete Information Advertisements and Internet sites give product information Information is not always accurate or complete Honest mistake or deception? Ethical or unethical behavior? 6.1 Planning and Organizing Messages

Effective Messages Build goodwill Achieve their objectives Have common traits Courteous Correct Concise Clear Complete 6.2 Composing Messages

Courteous Messages Positive words Proper titles Bias-free words Gender bias Race and age bias Disability bias © Blend Images / Jupiter Images Show respect for others by using their names and titles properly. 6.2 Composing Messages

Correct Messages Errors Omitted information The main idea Supporting details © Tetra Images / Getty Images Effective messages do not omit details or confuse the reader. 6.2 Composing Messages

Concise Messages Unnecessary elements Active voice Redundancies Empty phrases Active voice 6.2 Composing Messages

Clear Messages Clear words and sentences Contradictory information 6.2 Composing Messages

Complete Messages The five Ws Complete paragraphs Message structure Who What Where When Why Complete paragraphs Message structure 6.2 Composing Messages

OWL OWL: Purdue University’s Online Writing Lab Provides online resources for writers Questions Why does this resource suggest that you use positive wording in business letters? What steps are suggested for softening the effects of negative news? school.cengage.com/bcomm/buscomm 6.2 Composing Messages

Stages in the Writing Process Planning Composing Editing Proofreading Publishing © Photodisc / Getty Images Planning is an important part of the writing process. 6.3 Editing and Publishing Messages

Editing Messages Editing: reviewing and revising (changing) a message to improve it May require as much time as composing Focus on the main ideas Review for the 5 Cs Review for effective transitions 6.3 Editing and Publishing Messages

Proofreading Messages Proofreading: reviewing and correcting the final draft of a message Focus on: General content errors Mechanical errors Proofreading methods 6.3 Editing and Publishing Messages

Spelling and Grammar Checkers Included in many word processing and other programs Are useful but do not replace proofreading 6.3 Editing and Publishing Messages

6.3 Editing and Publishing Messages

6.3 Editing and Publishing Messages

Reading Goals Reading goals: reasons for reading a message Different reading speeds and methods Subvocalization Reading aloud to identify errors 6.3 Editing and Publishing Messages

Publishing Messages Appropriate methods Appearance counts Paper Format © Orange Line Media / Shutterstock Sending a letter is a typical way to publish a formal business message. 6.3 Editing and Publishing Messages

Vocabulary bias clear message complete message concise message contradictory correct message courteous message editing empathy intranet objective project bid proofreaders’ marks proofreading publish redundancy transition