1. © 2010 Thomson South-Western Instructor Only Version CHAPTER 3 Composing Business Messages Modified by M H Mortensen, 2011

2. Chapter 1, Slide 2 Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 2 Mary Ellen Guffey, Essentials of Business Communication, 8e

3. Chapter 1, Slide 3 Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 3 Mary Ellen Guffey, Essentials of Business Communication, 8e Avoiding Writer’s Block ScattergramMind Map Getting a dog What kind? Chinook? Large Small Who will walk? Cost How long will it live? Vet bills Exercise What do we do about vacations? http://www.mind-mapping.co.uk/mind-maps-examples.htm See, for examples:

4. Chapter 1, Slide 4 Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 4 Mary Ellen Guffey, Essentials of Business Communication, 8e Organizing Information Into an Outline

5. Chapter 3, Slide 5 Mary Ellen Guffey, Essentials of Business Communication, 8e Tips for Making Outlines Tips:  Define main topic in title.  Divide the topic into three to five main points.  Break the components into subpoints.  Make each component exclusive (no overlapping).  Don't put a single item under a major component.  Use details and evidence to support subpoints.

6. Chapter 1, Slide 6 Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 6 Mary Ellen Guffey, Essentials of Business Communication, 8e OrganizingBusinessMessagesOrganizingBusinessMessages DIRECT STRATEGY Main idea comes first followed by details and explanations Main idea comes first followed by details and explanations

7. Chapter 1, Slide 7 Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 7 Mary Ellen Guffey, Essentials of Business Communication, 8e

8. Chapter 1, Slide 8 Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 8 Mary Ellen Guffey, Essentials of Business Communication, 8e OrganizingBusinessMessagesOrganizingBusinessMessages INDIRECT STRATEGY Explanation precedes main idea Explanation precedes main idea

9. Chapter 1, Slide 9 Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 9 Mary Ellen Guffey, Essentials of Business Communication, 8e

10. Chapter 1, Slide 10 Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 10 Mary Ellen Guffey, Essentials of Business Communication, 8e AdvantagesAdvantages DIRECT STRATEGY DIRECT STRATEGY  Saves reader’s time  Sets a proper frame of mind  Prevents frustration  Appears businesslike INDIRECT STRATEGY INDIRECT STRATEGY  Respects feelings of audience  Encourages a fair hearing  Minimizes a negative reaction

11. Chapter 1, Slide 11 Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 11 Mary Ellen Guffey, Essentials of Business Communication, 8e Useful when DIRECT STRATEGY DIRECT STRATEGY  Receiver is receptive  Receiver requires no education about topic  Message is routine INDIRECT STRATEGY INDIRECT STRATEGY  Receiver may be upset or hostile  Receiver must be persuaded or educated  Message is sensitive

12. Chapter 3, Slide 12 Mary Ellen Guffey, Essentials of Business Communication, 8e Effective Sentences subject verb Employees send many e-mail messages. Complete Sentences PhrasesClauses Complete sentences have subjects and verbs and make sense (are capable of standing alone).

13. Chapter 3, Slide 13 Mary Ellen Guffey, Essentials of Business Communication, 8e Effective Sentences Clauses also have subjects and verbs.  Independent clauses can stand alone.  Dependent clauses rely on independent clauses for their meaning. Complete Sentences PhrasesClauses dependent clause independent clause When you speak, you reveal yourself.

14. Chapter 3, Slide 14 Mary Ellen Guffey, Essentials of Business Communication, 8e Effective Sentences Phrases are groups of related words without subjects and verbs. Complete Sentences PhrasesClauses phrase phrase In the afternoon, I work at the mall.

15. Chapter 1, Slide 15 Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 15 Mary Ellen Guffey, Essentials of Business Communication, 8e Fragment Even though the pay was low. Many candidates applied. Revision : Even though the pay was low, many candidates applied. Avoid sentence fragments.

16. Chapter 1, Slide 16 Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 16 Mary Ellen Guffey, Essentials of Business Communication, 8e Fused Sentences Two candidates applied only one was hired. Avoid sentence fragments. Avoid run- on (fused) sentences. Revisions: Two candidates applied. Only one was hired. Two candidates applied; only one was hired. Two candidates applied, but only one was hired.

17. Chapter 1, Slide 17 Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 17 Mary Ellen Guffey, Essentials of Business Communication, 8e Comma Splice Many were qualified, Jeff was hired. Avoid sentence fragments. Avoid comma- splice sentences. Avoid run- on (fused) sentences. Revisions: Many were qualified. Jeff was hired. Many were qualified; Jeff was hired. Many were qualified; however, Jeff was hired. Many were qualified, but Jeff was hired.

18. Chapter 1, Slide 18 Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 18 Mary Ellen Guffey, Essentials of Business Communication, 8e Quick Check Revise the following to avoid fragments, run-on sentences, and comma-splices. You can create a Web- based job portfolio; it will impress potential employers. You can create a Web- based job portfolio it will impress potential employers. Send a scannable résumé. When you apply for a job. Send a scannable résumé when you apply for a job.

19. Chapter 1, Slide 19 Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 19 Mary Ellen Guffey, Essentials of Business Communication, 8e Although technical skills are important, communication skills are also in great demand. College used to be for young people; however, many older students now seek degrees. Although technical skills are important. Communication skills are also in great demand. College used to be for young people, however many older students now seek degrees. Revise the following to avoid fragments, run-on sentences, and comma-splices.

20. Chapter 1, Slide 20 Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 20 Mary Ellen Guffey, Essentials of Business Communication, 8e Technology is changing the business world. People are writing more messages than ever before. OR: Technology is changing the business world; people are.... Technology is changing the business world people are writing more messages than ever before. Revise the following to avoid fragments, run-on sentences, and comma-splices.

21. Chapter 1, Slide 21 Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 21 Mary Ellen Guffey, Essentials of Business Communication, 8e Executives are busy. They won't read wordy messages and reports. OR: Executives are busy; they won't read.... Executives are busy, they won't read wordy messages and reports. Revise the following to avoid fragments, run-on sentences, and comma-splices.

22. Chapter 3, Slide 22 Mary Ellen Guffey, Essentials of Business Communication, 8e Emphasis Through Mechanics Underlining: Which of these methods do you prefer? Italics and Boldface: The use of boldface and italics captures the reader’s attention. All Caps: Notice how EXPENSE-FREE VACATION stands out.

23. Chapter 3, Slide 23 Mary Ellen Guffey, Essentials of Business Communication, 8e Tabulation: Listing items vertically emphasizes them: 1. First item 2. Second item 3. Third item Dashes: Other methods–including dashes–may be used. Emphasis Through Mechanics

24. Chapter 3, Slide 24 Mary Ellen Guffey, Essentials of Business Communication, 8e Active- and Passive-Voice Verbs Active-voice verbs show the subject performing the action. Most major employers require drug testing. (Active voice; the subject is acting) Dr. Smith recommended Tina for the job. (Active voice; the subject is acting)

25. Chapter 3, Slide 25 Mary Ellen Guffey, Essentials of Business Communication, 8e In passive-voice sentences, the subject is being acted upon. Passive-voice verbs require helper verbs: Active- and Passive-Voice Verbs Drug testing is required by most major employers. (Passive voice; the subject is being acted upon) Tina was recommended for the job by Dr. Smith. (Passive voice; the subject is being acted upon)

26. Chapter 3, Slide 26 Mary Ellen Guffey, Essentials of Business Communication, 8e Active- and Passive-Voice Verbs  Use the active voice for most business writing.  Use the passive voice to emphasize an action or the recipient of the action–rather than the actor (New laws were passed; drunk drivers were targeted).  Use the passive voice to break bad news (Although your lease cannot be renewed, we can offer... ).

27. Chapter 1, Slide 27 Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 27 Mary Ellen Guffey, Essentials of Business Communication, 8e Quick Check Convert the following sentences to active voice. You may have to add a subject. Our membership meeting was postponed by the president. The résumés of job candidates are sorted quickly by the software program Resumix. The president postponed our membership meeting. The software program Resumix sorts résumés of job candidates quickly.

28. Chapter 1, Slide 28 Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 28 Mary Ellen Guffey, Essentials of Business Communication, 8e Convert the following sentences to active voice. You may have to add a subject. All team messages are sent by e-mail. Drug tests are required of all new employees. Team members send all messages by e-mail. The company requires drug tests for all new employees.

29. Chapter 1, Slide 29 Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 29 Mary Ellen Guffey, Essentials of Business Communication, 8e Convert the following sentences to active voice. You may have to add a subject. We were given our orders by the manager. Our intranet is used by employees to complete forms. The manager gave us our orders. Employees use our intranet to complete forms.

30. Chapter 1, Slide 30 Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 30 Mary Ellen Guffey, Essentials of Business Communication, 8e Convert the following sentences to passive voice. We must delay shipment of your merchandise because of heavy demand. Management rejected our plan. Your merchandise shipment must be delayed because of heavy demand. Our plan was rejected by management.

31. Chapter 1, Slide 31 Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 31 Mary Ellen Guffey, Essentials of Business Communication, 8e Convert the following sentences to passive voice. The technician could not install the computer program. Someone did not submit the accounting statement on time. The computer program could not be installed. The accounting statement was not submitted on time.

32. Chapter 3, Slide 32 Mary Ellen Guffey, Essentials of Business Communication, 8e Developing Parallelism Parallel expression uses balanced construction. Match nouns with nouns, verbs with verbs, phrases with phrases, and clauses with clauses. Training sessions have been stimulat- ing and challenging. (Matches -ing verbals) Training sessions have been stimulat- ing and challenging. (Matches -ing verbals) Training sessions have been stimulat- ing and a challenge. Training sessions have been stimulat- ing and a challenge. PoorParallel

33. Chapter 3, Slide 33 Mary Ellen Guffey, Essentials of Business Communication, 8e We are very concerned with the quality, location, and transportation costs of raw materials. (Matches nouns) We are very concerned with the quality, location, and transportation costs of raw materials. (Matches nouns) We are very concerned with the quality of raw materials, where they are located, and how much it costs to transport them. We are very concerned with the quality of raw materials, where they are located, and how much it costs to transport them. PoorParallel Developing Parallelism

34. Chapter 3, Slide 34 Mary Ellen Guffey, Essentials of Business Communication, 8e Serena takes the telephone orders, Matt locates the items in the ware- house, and Yolanda sends the items. (Matches active-voice verbs) Serena takes the telephone orders, Matt locates the items in the ware- house, and Yolanda sends the items. (Matches active-voice verbs) Serena takes the telephone orders, Matt locates the items in the ware- house, and the items are sent by Yolanda. Serena takes the telephone orders, Matt locates the items in the ware- house, and the items are sent by Yolanda. PoorParallel Developing Parallelism

35. Chapter 1, Slide 35 Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 35 Mary Ellen Guffey, Essentials of Business Communication, 8e Quick Check How could parallelism be improved in the following sentence? Our knowledge management system focuses on the collecting, storing, and sharing of best practices. Our knowledge management system focuses on the collecting, storage, and sharing of best practices.

36. Chapter 1, Slide 36 Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 36 Mary Ellen Guffey, Essentials of Business Communication, 8e How could parallelism be improved in the following sentence? The fall seminar is in October, the winter seminar is in December, and the spring seminar is in May. The fall seminar is in October, December is scheduled for the winter seminar, and May is the month of the spring seminar.

37. Chapter 1, Slide 37 Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 37 Mary Ellen Guffey, Essentials of Business Communication, 8e How could parallelism be improved in the following sentence? We are pleased to recommend Elizabeth because she is sincere, reliable, and diligent. We are pleased to recommend Elizabeth because she has sincerity, she is reliable, and she works with diligence.

38. Chapter 3, Slide 38 Mary Ellen Guffey, Essentials of Business Communication, 8e Composing the First Draft  Complete all necessary research.  Find a quiet place to concentrate and work.  Prohibit calls, visitors, and interruptions.  Organize information: Scattergram  Mind Map  Outline.  Decide whether to write quickly (freewriting) OR revise as you go.  Imagine you are talking to a reader or listener.

39. © 2010 Thomson South-Western Instructor Only Version END