Business Communication

Communication Today
Today

Chapter 6
Completing Business Messages

Copyright © 2016 Pearson Education, Inc. Chapter 6 ̶ 1

 Learning Objectives
1. Discuss the value of careful revision and
describe the tasks involved in evaluating
your first drafts and the work of others.
2. List four technologies you can use to
improve the readability of messages.
3. List eight steps you can take to improve
the clarity of your writing and give four
tips on making your writing more concise.
Copyright © 2016 Pearson Education, Inc. Chapter 6 ̶ 2
 Learning Objectives
4. List four principles of effective design and
explain the role of major design
enhancements in document readability.
5. Explain the importance of proofreading
and give eight tips for successful
proofreading.
6. Discuss the most important issues to
consider when distributing your messages.
Copyright © 2016 Pearson Education, Inc. Chapter 6 ̶ 3
 Revising Your Message:
Message:
Evaluating the First Draft
(LO 6.1) Discuss the value of careful revision
and describe the tasks involved in evaluating
your first drafts and the work of other writers.

Copyright © 2016 Pearson Education, Inc. Chapter 6 ̶ 4

 Revising Different
Types of Messages
•Revising
•Revising
Complex
Informal
Digital
Complex
Informal
Digital
Messages
Messages

Copyright © 2016 Pearson Education, Inc. Chapter 6 ̶ 5

 Evaluating Your Content,
Organization, and Tone
Content
Clear and Accurate Relevant and Complete

Organization
Order and Emphasis Repetition and Grouping

Tone
Is It Too Formal? Is It Too Casual?
Copyright © 2016 Pearson Education, Inc. Chapter 6 ̶ 6
 Evaluate, Edit, and Revise
the Work of Others
Promote the Writer’s Success
• Help the writer succeed.
• Don’t impose your own style or agenda.

Support the Writer’s Intent

• Learn what the writer wanted to accomplish.
• Base suggestions on the writer’s goals.
Copyright © 2016 Pearson Education, Inc. Chapter 6 ̶ 7
 Questions When Evaluating
Someone Else’s Writing
• What is the purpose of the message?
• Who is the audience? What do they need?
• Are there special circumstances or issues?
• Is the document well organized?
• Does the writing convey a “you” attitude?

Copyright © 2016 Pearson Education, Inc. Chapter 6 ̶ 8

 Questions When Evaluating
Someone Else’s Writing
• Is the tone of the writing appropriate?
• Can the readability be improved?
• Is the writing clear? Can it be improved?
• Is the writing as concise as it could be?
• Does the design support the message?

Copyright © 2016 Pearson Education, Inc. Chapter 6 ̶ 9

 Summary of Discussion
• In this section, we discussed the following:
– The Revision Task
– Evaluating Content, Organization, and Tone
– Evaluate, Edit, and Revise the Work of Others
– Questions When Evaluating Someone Else’s
Writing
• The next section will cover Revising to
Improve Readability.
Copyright © 2016 Pearson Education, Inc. Chapter 6 ̶ 10
 Revising to
Revising to Improve Readability

(LO 6.2) List four technologies you can use to

improve the readability of your messages.

Copyright © 2016 Pearson Education, Inc. Chapter 6 ̶ 11

 Creating Readable Documents

Readability Skimmable
Indexes Documents

Words Key Ideas

Sentences Conclusions
Paragraphs Recommendations
Copyright © 2016 Pearson Education, Inc. Chapter 6 ̶ 12
 Varying Your Sentence Length

Medium
• Up to 15 • Over 25
Words • 15 – 25 Words
Words
Short Long

Copyright © 2016 Pearson Education, Inc. Chapter 6 ̶ 13

 Keeping Paragraphs Short
• Make Reading Easier
Average • Promote Careful Reading
100 Words • Emphasize Key Ideas

• Don’t Go Overboard
Maintain • Connect Your Ideas
Clear Flow • Guide With Transitions

Copyright © 2016 Pearson Education, Inc. Chapter 6 ̶ 14

 Using Lists to Clarify
and Emphasize
• Sequence Ideas
• Heighten Visual Impact
Set Off • Surface Key Points
Ideas in
• Simplify Complex Subjects
a List
• Highlight Main Points
• Let Readers Skim Documents

Copyright © 2016 Pearson Education, Inc. Chapter 6 ̶ 15

 Adding Headings
and Subheadings
Primary Functions

Surface the Organization

Informative
Descriptive

Draw Attention to Key Points

Show Connections and Transitions

Copyright © 2016 Pearson Education, Inc. Chapter 6 ̶ 16

 Summary of Discussion
• In this section, we discussed the following:
– Creating Readable Documents
– Varying Your Sentence Length
– Keeping Paragraphs Short
– Using Lists to Clarify and Emphasize
– Adding Headings and Subheadings
• The next section will cover Editing for
Clarity and Conciseness.
Copyright © 2016 Pearson Education, Inc. Chapter 6 ̶ 17
Editing for
for Clarity
Clarity and Conciseness

(LO 6.3) Describe eight steps you can take to

improve the clarity of your writing and give
four tips on making your writing more concise.

Copyright © 2016 Pearson Education, Inc. Chapter 6 ̶ 18

 Editing for Clarity

Break Up Overly-Long Sentences

Rewrite Hedging Sentences

Impose Parallel Structure

Correct Dangling Modifiers

Copyright © 2016 Pearson Education, Inc. Chapter 6 ̶ 19
 Editing for Clarity

Reword Long Noun Sequences

Replace Camouflaged Verbs

Clarify Sentence Structure

Clarify Awkward References

Copyright © 2016 Pearson Education, Inc. Chapter 6 ̶ 20
 Editing for Conciseness

Delete Unnecessary Words and Phrases

Replace Long Words and Phrases

Eliminate Redundant Word Combinations

Recast “It is/There are” Starters

Copyright © 2016 Pearson Education, Inc. Chapter 6 ̶ 21
 Summary of Discussion
• In this section, we discussed the following:
– Editing for Clarity
– Editing for Conciseness
• The next section will cover Producing Your
Message.

Copyright © 2016 Pearson Education, Inc. Chapter 6 ̶ 22

 Producing Your
Producing Your Message
Message

(LO 6.4) List four principles of effective design

and explain the role of major design elements
in document readability.

Copyright © 2016 Pearson Education, Inc. Chapter 6 ̶ 23

 Designing for Readability

Consistency
Consistency Balance
Balance

Design
Design
Elements
Elements
Detail
Detail Restraint
Restraint
Copyright © 2016 Pearson Education, Inc. Chapter 6 ̶ 24
 Document Design Elements
White Space Provides Visual Contrast

Margins Set Space Around Text/Columns

Justification Arrangement of Lines of Text

Type Face Physical Design of Text Characters

Type Style Lends Contrast/Emphasis to Type

Copyright © 2016 Pearson Education, Inc. Chapter 6 ̶ 25
 Formatting Formal Letters
Letterhead
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Date xxxxxxxxxxxxxxxx
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Salutation xxxxxxxxx:
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Signature xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
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Inc.
xxxxxxxxxxxxxx Chapter 6 ̶ 26
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 Formatting Memos
Memo XXXXXXXXXXXXXXX
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Title
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Headings XXXX: xxxxxxxxxx
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Copyright © 2016 Pearson Education, Inc. Chapter 6 ̶ 27

 Designing for Mobile Devices

ThinkininSmall
Think Small UsePlenty
Use Plentyof
of
Chunks
Chunks WhiteSpace
White Space

Keepthe
Keep theFormat
Format ExperimentWith
Experiment With
Simple
Simple Layouts
Layouts

Copyright © 2016 Pearson Education, Inc. Chapter 6 ̶ 28

 Summary of Discussion
• In this section, we discussed the following:
– Designing for Readability
– Document Design Elements
– Formatting Formal Letters
– Formatting Memos
– Designing for Mobile Devices
• The next section will cover Proofreading
Your Message.
Copyright © 2016 Pearson Education, Inc. Chapter 6 ̶ 29
 Proofreading Your Message

(LO 6.5) Explain the importance of

proofreading and present eight tips for
successful proofreading.

Copyright © 2016 Pearson Education, Inc. Chapter 6 ̶ 30

 Looking for Problems

Writing
Writing Design
Design
Rapid Response Reduced Costs
Stage
Stage Stage
Stage

Layout
Layout Production
Production
Conversational
Stage
Stage Process
Process
Copyright © 2016 Pearson Education, Inc. Chapter 6 ̶ 31
 Careful Proofreading

Make
Avoid Multiple
an Uncertain Conclusion
Passes

Use
Avoid an Uncertain
Perceptual Conclusion
Tricks

Double-Check
Avoid an Uncertain Conclusion
Priority Items

Give
AvoidYourself
an Uncertain
Some Conclusion
Distance
Copyright © 2016 Pearson Education, Inc. Chapter 6 ̶ 32
 Careful Proofreading

Maintain
Avoid an Your
Uncertain Conclusion
Vigilance

Focus
Avoid on
an Your
Uncertain
Task Conclusion

Print
AvoidComplex
an Uncertain Conclusion
Digital Documents

Take
AvoidYour
an Uncertain Conclusion
Time Proofreading
Copyright © 2016 Pearson Education, Inc. Chapter 6 ̶ 33
 Summary of Discussion
• In this section, we discussed the following:
– Looking for Problems
– Careful Proofreading
• The next section will cover Distributing
Your Message.

Copyright © 2016 Pearson Education, Inc. Chapter 6 ̶ 34

 Distributing Your Message
Distributing

(LO 6.6) Discuss the most important issues to

consider when distributing your messages.

Copyright © 2016 Pearson Education, Inc. Chapter 6 ̶ 35

 Distributing Messages

•Concerns with Cost

Factors of •Overall Convenience

Distribution
•Time Constraints

•Security and Privacy

Copyright © 2016 Pearson Education, Inc. Chapter 6 ̶ 36
 Summary of Discussion
• In this section, we discussed the following:
– Distributing Messages
• This concludes our discussion of Chapter 6:
Completing Business Messages.

Copyright © 2016 Pearson Education, Inc. Chapter 6 ̶ 37

 Business Communication
Communication Today
Today

Chapter 6
Completing Business Messages

Copyright © 2016 Pearson Education, Inc. Chapter 6 ̶ 38

 All rights reserved. No part of this publication may be reproduced, stored in a
retrieval system, or transmitted, in any form or by any means, electronic,
mechanical, photocopying, recording, or otherwise, without the prior written
permission of the publisher. Printed in the United States of America.

Copyright © 2016 Pearson Education, Inc. Chapter 6 ̶ 39