1. Chapter 4 - 1 The Three-Step Process Analyze Situation Gather Information Select Medium Get Organized Revise Produce Proofread Distribute Adapt to the Audience Compose the Message PlanningCompletingWriting TMT, BUS 251

2. Chapter 4 - 2 Planning Business Messages TMT, BUS 251

3. Chapter 4 - 3 Optimizing Your Time 50% Planning 25% Writing 25% Completing TMT, BUS 251

4. Chapter 4 - 4 Analyzing the Situation Who is the audience? What is the purpose? TMT, BUS 251

5. Chapter 4 - 5 Define Your Purpose General Purpose Specific Purpose To Inform To Persuade To Collaborate Your Goals Audience Actions Audience Thoughts TMT, BUS 251

6. Chapter 4 - 6 Profile Your Audience Knowledge Level Expectations Probable Reaction Primary Members Size and Location Composition TMT, BUS 251

7. Chapter 4 - 7 Gathering Information Uncover Needs Find Your Focus Provide Information TMT, BUS 251

8. Chapter 4 - 8 Select the Medium Electronic WrittenOral Visual TMT, BUS 251

9. Chapter 4 - 9TMT, BUS 251

10. Chapter 4 - 10 Organizing Information Get to the Point Get to the Point Omit Irrelevant Ideas Omit Irrelevant Ideas Use Logical Groupings Use Logical Groupings Include Important Data Include Important Data TMT, BUS 251

11. Chapter 4 - 11 Defining the Main Idea The Topic The Main Idea Overall Subject of the Message Overall Subject of the Message Specific Statement About the Topic Specific Statement About the Topic TMT, BUS 251

12. Chapter 4 - 12TMT, BUS 251

13. Chapter 4 - 13 Generating Ideas Brainstorming Mind Mapping Storyteller’s Tour Journalistic Approach Questions and Answers TMT, BUS 251

14. Chapter 4 - 14

15. Chapter 4 - 15 Outlining the Content I.First Major Point A.First subpoint B.Second subpoint 1.Evidence 2.Evidence C.Third subpoint II.Second Major Point A.First subpoint B.Second subpoint 1.0First Major Point 1.1First subpoint 1.2Second subpoint 1.2.1Evidence 1.2.2Evidence 1.3Third subpoint 2.0Second Major Point 2.1First subpoint 2.2Second subpoint AlphanumericDecimal TMT, BUS 251

16. Chapter 4 - 16 Basic Message Structure State Main Idea State Major Points Provide Evidence TMT, BUS 251

17. Chapter 5 - 17 Writing Business Messages TMT, BUS 251

18. Chapter 5 - 18 Audience Sensitivity Use Bias-Free Language Emphasize the Positive Demonstrate Business Etiquette Adopt a “You” Attitude TMT, BUS 251

19. Adopt a “You” Attitude TMT, BUS 251Chapter 4 - 19 INSTEAD OF THISWRITE THIS Tuesday is the only day we can promise quick response to purchase order requests; we are swamped the rest of the week. If you need a quick response, please submit your purchase order requests on Tuesday. We offer MP3 player with 50, 75 or 100 gigabytes of storage capacity. You can choose an MP3 player with 50, 75 or 100 gigabytes of storage capacity.

20. Emphasize the Positive TMT, BUS 251Chapter 4 - 20 INSTEAD OF THISWRITE THIS It is impossible to repair your laptop today. Your computer will be ready by Tuesday, would you like a loaner until then? We wasted $300,000 advertising in that magazine. Our $300,000 advertising investment did not pay off; let’s analyze the experience and apply the insights to our future campaigns.

21. Maintaining Standards of Etiquette TMT, BUS 251Chapter 4 - 21 INSTEAD OF THISWRITE THIS Once again, you’ve managed to bring down the entire website through your incompetent programming. Let’s review the last website update to explore ways to improve the process. You’ve been sitting our order for two weeks, and we need it now! Our production schedule depends on timely delivery of parts and supplies, but we have not yet received the order you promised to deliver two weeks ago. Please respond today with a firm delivery commitment.

22. Chapter 5 - 22 Composing the Message Word Choice SentencesSentences ParagraphsParagraphs TMT, BUS 251

23. Chapter 5 - 23 Choose Powerful Words Choose Powerful Words Choose Familiar Words Choose Familiar Words Avoid Clichés and Buzzwords Avoid Clichés and Buzzwords Use Jargon Carefully Use Jargon Carefully Communicate Effectively TMT, BUS 251

24. Chapter 5 - 24 Write Effective Sentences Choose the Type of Sentence Emphasize Key Thoughts TMT, BUS 251

25. Chapter 5 - 25 Craft Good Paragraphs Transitions Support Sentences Topic Sentence Paragraph Unity Paragraph Coherence TMT, BUS 251

26. Chapter 5 - 26 Format with Technology Style Sheets and Templates Smart Documents Master DocumentsAuto-Completion Auto-Correction Endnotes, Footnotes, Indexes, and TOCs WizardsMail Merge TMT, BUS 251

27. Chapter 6 - 27 Completing Business Messages TMT, BUS 251

28. Chapter 6 - 28 Beyond the First Draft Content & Readability Clarity & Conciseness Working DraftFirst DraftFinal Draft TMT, BUS 251

29. Chapter 6 - 29 Revising the Message Conciseness ContentClarity Readability Type of Message Choice of Media TMT, BUS 251

30. Chapter 6 - 30 Increasing “ Skim ” Value Sentences Headings Listed Items Paragraphs TMT, BUS 251

31. Chapter 6 - 31 Vary Sentence Length Create interest Promote readability Emphasize points Enliven your writing Appeal to readers TMT, BUS 251

32. Chapter 6 - 32 Keep Paragraphs Short Break Up Thoughts Boost Readability Emphasize Ideas TMT, BUS 251

33. Chapter 6 - 33 Use Lists and Bullets Show sequence of ideas Heighten visual impact Emphasize key points Simplify complex subjects Provide visual breaks Expedite skimming process TMT, BUS 251

34. Chapter 6 - 34 Headings and Subheadings Descriptive Headings Descriptive Headings Informative Headings Informative Headings Organization Attention Connection TMT, BUS 251

35. Chapter 6 - 35 Revising with Technology Spell Checker ThesaurusThesaurus Revision Marks Cut and Paste Grammar Checker Style Checker CommentingCommenting Search and Replace TMT, BUS 251

36. Chapter 6 - 36 White Space Margins Justified Type Typefaces Type Styles Design Techniques TMT, BUS 251

37. Chapter 6 - 37 Production Technology Templates and style sheets Page setup features Column and paragraph formatting Numbered and bulleted lists Information in tables Pictures, text boxes, and objects TMT, BUS 251

38. Chapter 6 - 38 Format for Business Letters LetterheadStationery XXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXX xxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxx xxxxxxxxx: xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxx, xxxxxxxxxxxxxx xxxxxxxxx XXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXX xxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxx xxxxxxxxx: xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxx, xxxxxxxxxxxxxx xxxxxxxxx Date InsideAddress Salutation TheMessage ComplimentaryClose SignatureBlock TMT, BUS 251

39. Chapter 6 - 39 Format for Memos XXXXXXXXXXXXXXX XX: xxxxxxxxxxxxxxxx XXXX: xxxxxxxxxx XXXXXXX: xxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx XXXXXXXXXXXXXXX XX: xxxxxxxxxxxxxxxx XXXX: xxxxxxxxxx XXXXXXX: xxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxMemoTitle Headings TheMessage TMT, BUS 251

40. Chapter 6 - 40 Proofread the Message Writing Errors Design Flaws Layout Problems Production Issues TMT, BUS 251