1. Copyright © 2011 by The McGraw-Hill Companies, Inc. All rights reserved. McGraw-Hill/Irwin

2. 5-2 Objectives Describe the writing process and effective writing strategies Explain the importance of readable formatting Describe the development and current usage of the business letter Describe the purpose and form of memorandums Understand the phenomenal growth and nature of email Follow email conventions and organize and write clear email messages Understand the nature and business uses of text messaging and instant messaging Understand the nature and business uses of social networking

3. 5-3 Overview The Writing Process The Importance of Readable Formatting The Main Types of Business Messages – Letters – Memorandums – Email – Text messaging – Instant messaging – Social networking

4. 5-4 The Writing Process

5. 5-5 The Writing Process Planning the Message – Determining goals – Analyzing the audience – Gathering and collecting information – Analyzing and organizing the information – Choosing a form, channel, and format

6. 5-6 The Writing Process Drafting the Message – Avoid perfectionism. – Keep going. – Use your own favorite strategies.

7. 5-7 The Process of Writing Revising – Revising – Editing – Proofreading

8. 5-8 The Importance of Readable Formatting Avoid an intimidating document. Use formatting devices to enhance readability and comprehension: – White space – Headings – Typographical emphasis (e.g., bold, italics) – Bulleted lists – Diagrams and pictures

9. 5-9 Main Types of Business Messages LettersMemosEmails Text & Instant Messages Online Social Networks

10. 5-10 Letters The most traditional type of business message – Format (Appendix B) – Formality – Audience

11. 5-11 Memorandums Memorandums (Memos) – Format Date To From Subject – Formality – Audience A traditional genre being replaced by email

12. 5-12 Emails Email – Advantages of Email Eliminates telephone tag Saves time Speeds up decision making Is cost effective Provides a written record – Disadvantages of Email Not confidential May not communicate writer’s emotional intent May be ignored

13. 5-13 Email Structure Subject line – Is short (5 – 7 words) – Captures the main point – Is capitalized as you would a book or article title Beginning – Name of the recipient – Generic greeting – Formal salutation – Purpose

14. 5-14 Email Structure General organization – Important information first – Additional information in descending order of importance Other options – Direct approach (Ch. 6) – Indirect approach (Ch. 7) – Business report format and structure

15. 5-15 Email Structure Informal Writing – Retains some casual qualities (personal pronouns, contractions). – Is conversational. Example: “I’ve read your excellent proposal. I predict the administrators will approve it.”

16. 5-16 Email Structure Formal Writing – Maintains distance between writer and reader. – Avoids personal references and contractions. Example: “The proposal is excellent. The executives are likely to approve it.”

17. 5-17 Email Structure Conciseness – Keep sentences and paragraphs short – Use words economically – Paraphrase previous messages concisely – Quote selectively Clarity – Practice clear writing techniques (Ch. 2 – 4) – Use concrete, vigorous, precise language

18. 5-18 Email Structure Etiquette – Be courteous and fair. – Build goodwill with every email. – Never write when angry. – Avoid “flaming.” Correctness – Use the spell checker. – Use standard business English. – Remember: Correctness affects professional image.

19. 5-19 Email Structure The closing – Informal The writer’s name No name – More formal “Thanks,” “Regards” – Formal “Sincerely” Signature block

20. 5-20 Email Structure Emphasis devices – Italics – Bold type – Color – Asterisks – Dashes – Solid caps Initialisms – BTW – FYI – FAQ – TTFN – TIA – LOL

21. 5-21 Text & Instant Messaging Used for promotions, brand awareness, customer relations Typically limited to 150 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.

22. 5-22 Social Networking Examples – Facebook, MySpace – Twitter, LinkedIn – Personal and corporate blogs

23. 5-23 Social Networking Uses – External communication with customers or clients – Publicity or product promotion – Internal communication – Evaluate potential employees Reminder: Nothing on these sites is confidential. Your employer (or a potential employer) may view them.