1. Chapter 6 The Writing Process Business Communication Copyright 2010 South-Western Cengage Learning

2. Planning Messages Identify the objective To inform To request To record To persuade Determine the main idea Choose supporting details Adjust for the receiver 2 6.1 Planning and Organizing Messages © Stockbyte / Getty Images Adjust the message for the receiver.

3. Organizing Messages Direct order Indirect order Direct-indirect order 3 6.1 Planning and Organizing Messages

4. Providing Complete Information Advertisements and Internet sites give product information Information is not always accurate or complete Honest mistake or deception? Ethical or unethical behavior? 4 6.1 Planning and Organizing Messages

5. Effective Messages Build goodwill Achieve their objectives Have common traits Courteous Correct Concise Clear Complete 5 6.2 Composing Messages

6. Courteous Messages Positive words Proper titles Bias-free words Gender bias Race and age bias Disability bias 6 6.2 Composing Messages © Blend Images / Jupiter Images Show respect for others by using their names and titles properly.

7. Correct Messages Errors Omitted information The main idea Supporting details 7 6.2 Composing Messages © Tetra Images / Getty Images Effective messages do not omit details or confuse the reader.

8. Concise Messages Unnecessary elements Redundancies Empty phrases Active voice 8 6.2 Composing Messages

9. Clear Messages Clear words and sentences Contradictory information 9 6.2 Composing Messages

10. Complete Messages The five Ws Who What Where When Why Complete paragraphs Message structure 10 6.2 Composing Messages

11. OWL 11 OWL: Purdue University’s Online Writing Lab Provides online resources for writers Questions 1. Why does this resource suggest that you use positive wording in business letters? 2. What steps are suggested for softening the effects of negative news? school.cengage.com/bcomm/buscomm 6.2 Composing Messages

12. Stages in the Writing Process Planning Composing Editing Proofreading Publishing 12 6.3 Editing and Publishing Messages © Photodisc / Getty Images Planning is an important part of the writing process.

13. Editing Messages Editing: reviewing and revising (changing) a message to improve it May require as much time as composing Focus on the main ideas Review for the 5 Cs Review for effective transitions 13 6.3 Editing and Publishing Messages

14. Proofreading Messages Proofreading: reviewing and correcting the final draft of a message Focus on: General content errors Mechanical errors Proofreading methods 14 6.3 Editing and Publishing Messages

15. Spelling and Grammar Checkers Included in many word processing and other programs Are useful but do not replace proofreading 15 6.3 Editing and Publishing Messages

16. 16 6.3 Editing and Publishing Messages

17. 17 6.3 Editing and Publishing Messages

18. Reading Goals Reading goals: reasons for reading a message Different reading speeds and methods Subvocalization Reading aloud to identify errors 18 6.3 Editing and Publishing Messages

19. Publishing Messages Appropriate methods Appearance counts Paper Format 19 6.3 Editing and Publishing Messages © Orange Line Media / Shutterstock Sending a letter is a typical way to publish a formal business message.

20. Vocabulary 20 bias clear message complete message concise message contradictory correct message courteous message editing empathy intranet objective project bid proofreaders’ marks proofreading publish redundancy transition