Writing Business Messages Guffey text Ch 5-6 and Thill Bovee Ch 4-5 1

Business Writing -Discussion Communication Matters, “Word Crunching” What did you find most interesting, surprising, or unbelievable in this article?

Business Writing Is . . . Purposeful. Solves problems and conveys information. Economical. Is concise. Reader-oriented. Focuses on receiver, not sender. 2

Business Communication Formula for Success Know: Yourself Audience Material

The 3-x-3 Writing Process Phase 1: Prewriting Analyzing, anticipating, adapting Phase 2: Writing Researching, organizing, composing Phase 3: Revising Revising, proofreading, evaluating 4-3 3

Phase I Prewriting

Analyzing and Anticipating Define your purpose general specific Anticipate the audience Audience Analysis Adapt the task to the audience 4

Discussion How is it possible to profile or “visualize” an audience if you don’t know the people who will receive a letter or who will hear your presentation?

Define Your Purpose General purpose Inform Persuade Collaborate Which gives the audience the most participation? Which gives the author the most control?

Define Your Purpose Specific purpose Clear and straightforward Encompassing To define, ask what your audience should do or think after receiving your message

Anticipate the Audience See Website

Adapt the Task to the Audience Spotlight receiver benefits Use sensitive language avoiding bias Adapt your tone, use the “You” view 5

Adapt the Task to the Audience Be precise fax me, not contact me. Use vigorous words to identify, diagnose, analyze, examine, not to think about Express thoughts positively you may park in Lot 1, not you cannot park in Lot 2.

Adapt the Task to the Audience Use familiar words salary, not remuneration. Avoid hidden negative messages You do not understand . . .You are not very bright. Your delay . . .You are at fault. You forgot to . . .You are not only inefficient but also stupid and careless.

Document for Analysis TO: All Employees Using HP 500 Computers It has recently come to my attention that a computer security problem exists within our organization. I understand that the problem is two-fold in nature: You have been sharing computer passwords You are using automatic log-on procedures Henceforth, you are prohibited from sharing passwords for security reasons that should be axiomatic. We also must forbid you to use automatic log-on files because they empower anyone to have access to our entire computer system and all company data. Enclosed please find a form that you must sign and return to the aforementioned individual, indicating your acknowledgement of and acquiescence to the procedures described here. Any computer user whose signed form is not returned will have his personal password invalidated.

Document for Analysis - Revision TO: All Employees Using HP 500 Computers Your cooperation is urgently needed in solving a serious computer security problem. To enable you to keep your files and those of the entire company secure, please follow these two actions: 1. Keep your password private. Please do not share it with anyone. 2. Log-on to the computer manually. Avoid using automatic log-on procedures. By refusing to share your password, you prevent intrusion into your private files. Automatic log-on procedures are also dangerous. Although they seem to save time, they give anyone access to the entire computer system -- even those without prior knowledge of your password. Please sign the attached form and return it to me indicating that you are aware of this urgent problem and are willing to follow the two actions described above.

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