Business Communication, 14 th edition by Lehman and DuFrene  Copyright 2005 by South-Western, a division of Thomson Learning Chapter 3 Planning Spoken and Written Messages Business Communication, 14e Lehman and DuFrene

Business Communication, 14 th edition by Lehman and DuFrene  Copyright 2005 by South-Western, a division of Thomson Learning Process for Planning and Preparing Spoken and Written Messages Chapter 3

Business Communication, 14 th edition by Lehman and DuFrene  Copyright 2005 by South-Western, a division of Thomson Learning Planning and Preparing Messages Focus on the receiver’s point of view Communicate ethically and responsibly Build and protect goodwill Use contemporary language Use simple, informal words Project a positive, tactful tone Write concisely Chapter 3 Step 2 Envision audience Step 1 Determine purpose and channel Step 3 Adapt message to audience Step 3 Adapt message to audience

Business Communication, 14 th edition by Lehman and DuFrene  Copyright 2005 by South-Western, a division of Thomson Learning Communicating Ethically and Responsibly State information as truthfully, honestly, and fairly as possible Do not embellish or exaggerate facts Express ideas clearly and understandably Support viewpoint with objective facts State ideas with tact and consideration that preserves receiver’s self-worth Design honest graphics Chapter 3

Business Communication, 14 th edition by Lehman and DuFrene  Copyright 2005 by South-Western, a division of Thomson Learning Building and Protecting Goodwill Use euphemisms cautiously Avoid condescending or demeaning expressions Use connotative tone cautiously Use specific language appropriately Use bias-free language Chapter 3

Business Communication, 14 th edition by Lehman and DuFrene  Copyright 2005 by South-Western, a division of Thomson Learning Using Simple Words and Contemporary Language Choose simple, informal words Eliminate outdated expressions Eliminate clichés Chapter 3

Business Communication, 14 th edition by Lehman and DuFrene  Copyright 2005 by South-Western, a division of Thomson Learning Project a Positive, Tactful Tone State ideas using positive language Avoid using second person when stating negative ideas Use passive voice to convey negative ideas Use subjunctive mood to de- emphasize negative ideas Include a positive idea in the same sentence with a negative one. Chapter 3

Business Communication, 14 th edition by Lehman and DuFrene  Copyright 2005 by South-Western, a division of Thomson Learning Writing Concisely Eliminate redundancies Use active voice Include essential details only Tighten using prefixes, suffixes, compound adjectives Chapter 3

Business Communication, 14 th edition by Lehman and DuFrene  Copyright 2005 by South-Western, a division of Thomson Learning Step 4: Selecting an Outline for Spoken and Written Messages Chapter 3