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  • Completing your message consists of four tasks: not only revising your message but also producing, proofreading, and distributing it. You perform these tasks in top-down order—addressing the document as a whole before looking at details. Focusing on big picture first is more efficient, since you won’t be wasting time perfecting sections that you may eventually eliminate or change substantially. In the revising phase, do the following: evaluate content, organization, style, and tone; review readability; and edit and rewrite for clarity and conciseness. In the producing phase, do the following: evaluate content, organization, style and tone; and review readability. In the proofreading phase, do the following: check for correct grammar, usage, and punctuation; check for spelling mistakes and typographical errors; and look for missing material and design errors. In the distributing phase, balance cost, convenience, time, security, and privacy.
  • With the production finished, you're ready to distribute the message. As with every other aspect of business communication, your options for distribution multiply with every advance in technology. When planning for distribution, consider the following factors: Cost. This is not a concern for most messages, but for lengthy reports or multimedia production, it might well be. Printing, binding, and delivering reports can be an expensive proposition, so weigh the cost versus the benefits before you decide. Convenience. How much work is involved for you and your audience? Although it's easy to attach a document to an e-mail message, things might not be so simple for the people on the other end. Time. How soon does the message need to reach the audience? Don't waste money on overnight delivery if the recipient won't read the report for a week. Security and privacy. The convenience offered by IM, e-mail, and other technologies needs to be weighed against security and privacy concerns. Distribution technologies continue to advance, so be on the lookout for new ways to put your messages in the hands of your audience.
  • Stutoday06

    1. 1. Completing Business Messages
    2. 2. Three-Step Writing Process <ul><li>Planning </li></ul><ul><li>Writing </li></ul><ul><li>Completing </li></ul>
    3. 3. Moving Past the First Draft <ul><li>Content, style, tone, and organization </li></ul><ul><li>Overall readability </li></ul><ul><li>Mechanics and format </li></ul>
    4. 4. Completing Business Messages <ul><li>Revising </li></ul><ul><li>Producing </li></ul><ul><li>Proofreading </li></ul><ul><li>Distributing </li></ul>
    5. 5. Revising Messages <ul><li>Content </li></ul><ul><li>Organization </li></ul><ul><li>Style and tone </li></ul>
    6. 6. Promoting Readability <ul><li>Sentences </li></ul><ul><li>Paragraphs </li></ul><ul><li>Listed items </li></ul><ul><li>Headings </li></ul>
    7. 7. Editing for Clarity <ul><li>Sentence style </li></ul><ul><li>Faulty parallelism </li></ul><ul><li>Dangling modifiers </li></ul><ul><li>Long noun sequences </li></ul>
    8. 8. Editing for Clarity <ul><li>Camouflaged verbs </li></ul><ul><li>Sentence structure </li></ul><ul><li>Awkward references </li></ul><ul><li>Excess enthusiasm </li></ul>
    9. 9. Editing for Conciseness <ul><li>Wordy constructions </li></ul><ul><li>Long words or phrases </li></ul><ul><li>Redundant wording </li></ul><ul><li>Recast “It is/There are” starters </li></ul>
    10. 10. Computer Technology <ul><li>Revision tools </li></ul><ul><li>Spell checker </li></ul><ul><li>Grammar checker </li></ul><ul><li>Thesaurus </li></ul>
    11. 11. Producing Messages <ul><li>Multimedia elements </li></ul><ul><li>Page layout </li></ul>
    12. 12. Graphics, Sound and Hypertext <ul><li>Presentation software </li></ul><ul><ul><li>Overhead transparencies </li></ul></ul><ul><ul><li>Computerized slide shows </li></ul></ul><ul><li>Graphics software </li></ul><ul><ul><li>Diagrams and charts </li></ul></ul><ul><ul><li>Graphical designs </li></ul></ul>
    13. 13. Document Design <ul><li>Consistency </li></ul><ul><li>Balance </li></ul><ul><li>Detail </li></ul><ul><li>Restraint </li></ul>
    14. 14. Design Elements <ul><li>White space </li></ul><ul><li>Captions and headings </li></ul><ul><li>Margins and justification </li></ul><ul><li>Typefaces and type styles </li></ul>
    15. 15. Using Technology to Produce the Message <ul><li>Templates and style sheets </li></ul><ul><li>Page design and setup </li></ul><ul><li>Column formatting </li></ul><ul><li>Paragraph formatting </li></ul><ul><li>Font formatting </li></ul><ul><li>Numbered or bulleted lists </li></ul><ul><li>Tables or figures </li></ul><ul><li>Pictures, textboxes, and objects </li></ul>
    16. 16. Proofreading the Message <ul><li>Grammar, usage, and punctuation </li></ul><ul><li>Spelling errors and typos </li></ul><ul><li>Punctuation </li></ul><ul><li>Design errors </li></ul><ul><li>Missing material </li></ul><ul><li>Overall format </li></ul>
    17. 17. Distributing Your Message <ul><li>Cost </li></ul><ul><li>Convenience </li></ul><ul><li>Time </li></ul><ul><li>Security and privacy </li></ul>