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- 1. Completing Business Messages
Editor's Notes
- 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.