two chapter © 2015 McGraw-Hill Education.

2-2 “Communication is a major and essential part of business.” Understanding the Writing Process and the Main Forms of Business Messages chapter two

2-3 Learning Objectives  The writing process and effective strategies  The main types and purposes of business messages – Letters – Memorandums – – Text messaging – Instant messaging – Social networking  The inverted pyramid structure for writing

2-4 The Writing Process

2-5 Planning Activities  planning the message and determining goals  analyzing the audience  gathering information  analyzing and organizing the information  choosing a form, channel, and format

2-6 Drafting Tips avoid perfectionism keep going use any strategies that will keep you working productively

2-7 revision editing proofreading The Writing Process

2-8 Why Format?  Avoid an intimidating document.  Use formatting devices to enhance readability and comprehension: White space Headings Short paragraph “chunks” Typographical emphasis (e.g., bold, italics) Bulleted lists Diagrams and pictures

2-9 Business Message Forms LettersMemos s Text & Instant Messages Social Media

2-10 Letters most traditional form used to correspond outside organization not as formal as they once were letters are a strategic means to achieve a business goal

2-11 written internally more formal than format date to from subject share factual, problem- related info; can be classified as reports a traditional genre being replaced by Memos

2-12 s advantages quick, low cost eliminates telephone tag speeds up decisions provides written record disadvantages not confidential can be misunderstood or used to avoid difficult live conversations may not communicate writer’s emotional intent may be ignored

2-13 Etiquette Checklist Is your message needed? Is your message for routine or for sensitive material? Is your message spam? Is your recipient list correct? Has everyone necessary been copied? (Don’t offend by omission.) Have you proofread carefully? Does your signature avoid offensive quotes?

2-14 Texts and IM used for promotions, brand awareness, customer relations typical max of150 characters tips cover all critical information keep it short strive for clarity maintain a conversational tone adapt messages to the audience keep language and content professional

2-15 Reppler, a social media monitoring service, found that more than 90% of recruiters and hiring managers have visited a candidate’s profile. 69 percent rejected (and 68 percent hired) a candidate based on profile. Social Media Warnings