1. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 6 - 1 Completing Business Messages

2. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 6 - 2 Learning Objectives Discuss the value of careful revision and list the main tasks involved in completing a business message List four writing techniques for improving the readability of your messages Discuss how you can improve the clarity and conciseness of your writing

3. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 6 - 3 Learning Objectives Explain how design elements help determine the effectiveness of your documents List eight tips for improving message quality through careful proofreading Discuss the most important issues to consider when distributing your message

4. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 6 - 4 Beyond the First Draft Content Readability Clarity Conciseness

5. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 6 - 5 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

6. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 6 - 6 Revising the Message Type of message and choice of media –Content –Clarity –Conciseness –Readability

7. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 6 - 7 Evaluate the Message Content Organization Style and tone

8. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 6 - 8 Review for Readability Flesch-Kincaid Grade Level Score Flesch Reading Ease Score

9. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 6 - 9 Increasing “Skim” Value Sentences Paragraphs Listed items Headings

10. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 6 - 10 Vary Sentence Length Create interest Promote readability Emphasize points Enliven your writing Appeal to readers

11. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 6 - 11 Keep Paragraphs Short Break up thoughts Boost readability Emphasize ideas

12. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 6 - 12 Use Lists and Bullets Show sequence of ideas Heighten visual impact Emphasize key points Simplify complex subjects Provide visual breaks Expedite skimming process

13. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 6 - 13 Headings and Subheadings Descriptive or informative –Organization –Attention –Connection

14. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 6 - 14 Editing for Clarity Break up overly long sentences Rewrite hedging sentences Impose parallelism Correct dangling modifiers

15. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 6 - 15 Editing for Clarity Reword long noun sequences Replace camouflaged verbs Clarify sentence structure Clarify awkward references

16. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 6 - 16 Editing for Conciseness Delete unnecessary words and phrases Shorten long words and phrases Eliminate redundancies Recast “It is/There are” starters

17. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 6 - 17 Evaluate, Edit, and Revise the Work of Others Help the writer succeed Understand the writer’s intent

18. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 6 - 18 Revising with Technology Cut and paste Revision marks Spell checker Thesaurus Search/replace Commenting Grammar check Style checker

19. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 6 - 19 Producing the Message Production quality –Effectiveness –Professionalism –Importance

20. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 6 - 20 Design for Readability Consistency Balance Restraint Detail

21. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 6 - 21 Design Techniques White space Margins Justification Typefaces Type styles

22. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 6 - 22 Multimedia Documents Level of skills Tools Time and cost Content Message structure Compatibility

23. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 6 - 23 Production Technology Templates and style sheets Page setup features Column and paragraph formatting Numbered and bulleted lists Information in tables Photos, images, textboxes, and objects

24. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 6 - 24 Format for Business Letters Letterhead stationery Date Inside address Salutation The message Complimentary close Signature block

25. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 6 - 25 Format for Memos Memo title Headings The message

26. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 6 - 26 Proofread the Message Writing errors Design flaws Layout problems Production issues

27. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 6 - 27 Proofreading Advice Make Multiple PassesUse Perceptual Tricks Focus on High PrioritiesMaintain Your Distance Practice VigilanceRemain Focused Work With PrintoutsTake Your Time

28. Copyright © 2010 Pearson Education, Inc. publishing as Prentice HallChapter 6 - 28 Distributing Messages Cost concerns Convenience Time constraints Security and privacy