Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Writing Business Messages

Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Learning Objectives Explain the importance of adapting to your audiences and list three ways of doing so Explain why establishing credibility is vital to the success of your communication efforts Discuss four ways of achieving a business- like tone with a clear, concise style

Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Learning Objectives Briefly describe how to select words that are not only correct but also effective Explain how sentence style affects emphasis within your message List five ways to develop paragraphs that are unified and coherent

Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter The Three-Step Process WritingCompletingPlanning Analyze Situation Gather Information Select Medium Get Organized Revise Produce Message Proofread Message Distribute Message Adapt to the Audience Compose the Message

Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Adapting to the Audience What’s in this for me? –Be sensitive to audience’s needs –Build strong relationships –Control style and tone

Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Audience Sensitivity Adopt a “you” attitude Demonstrate business etiquette Emphasize the positive Use bias-free language

Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter The “You” Attitude Speaking and writing for an audience –Wishes –Interests –Hopes –Preferences

Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Business Etiquette Show respect Be courteous Use diplomacy

Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Emphasize the Positive Avoid negativity Stress benefits Use euphemisms

Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Use Bias-Free Language Age Gender Disability Race or ethnicity

Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Audience Relationships Establish your credibility Project the company’s image

Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Establish Your Credibility HonestyObjectivityAwareness CredentialsEndorsementsPerformance ConfidenceCommunicationSincerity

Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Project Company Image Be a spokesperson Follow guidelines Observe colleagues

Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Control Style and Tone Use a conversational tone Use plain language Select active or passive voice

Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Conversational Tone Business communication –Differentiate between texting vs. writing –Avoid pompous language –Avoid preaching or bragging –Be careful with intimacy or humor

Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Using Plain Language Project a “You” attitude Respect the audience Boost productivity

Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Using the Right Voice Active voice (subject-verb-object) –Direct, concise, vigorous Passive voice (subject-verb-object) –Indirect, tactful, reserved

Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Composing the Message Word choice Sentences Paragraphs

Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Choose Strong Words Correct Effective Abstract Concrete

Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Communicate Effectively Select powerful words Choose familiar words Avoid clichés and buzzwords Use jargon carefully

Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Write Effective Sentences Choose the type of sentence Emphasize key thoughts

Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Craft Good Paragraphs Unity and coherence –Topic sentence –Support sentences –Transitional elements

Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Paragraph Development Illustration Classification Cause and effect Problem and solution Comparison and contrast

Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter Format with Technology Style Sheets and Templates Smart Documents Master DocumentsAuto-Completion Auto-Correction Endnotes, Footnotes, Indexes and TOCs WizardsMail Merge