Writing Business Messages in business communication

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MuhammadAdeel321

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Business

Learning Objectives
1. Being sensitive to audience needs
2. Building strong audience relationships
3. Controlling your style and tone
4. Choosing strong words for a message
5. Composing effective sentences
6. Writing unified, coherent paragraphs
7. Using technology to format messages
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Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall

Adapting to Your Audience:
Being Sensitive to
Audience Needs
3
Chapter 5 -
Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall

The “You” Attitude
4
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Speaking
Writing

Practice Etiquette
5
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•Respect
•Diplomacy
•Tactfulness

Positive Emphasis
6
Chapter 5 -
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•Avoid Negative Language
•Substitute Euphemistic Terms

7
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Bias-Free Language
•Gender
•Race
•Ethnicity
•Age
•Disability

Summary of Discussion
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Adapting to Your Audience:
Building Strong Relationships
9
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Establish Credibility
10
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Honesty Objectivity
Awareness Expertise

Establish Credibility
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Endorsements Performance
Sincerity Confidence

Company Image
12
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Communication
Style
Communication
Guidelines

Summary of Discussion
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Chapter 5 -

Adapting to Your Audience:
Controlling Style and Tone
14
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Conversational Tone
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•Don’t confuse texting and writing
•Avoid stale and obsolete language
•Avoid preaching and bragging
•Be careful with intimacy and humor

Plain Language
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Read It!
Understand It!
Take Action!

Use the Right Voice
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Active Passive
Direct
Assertive
Indirect
Diplomatic

Summary of Discussion
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Chapter 5 -

Composing Your Message:
Choosing Powerful Words
19
Chapter 5 -
Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall

Selecting Words
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Chapter 5 -
Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall
•Correct Words
•Effective Words

Understanding Words
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•Denotation
•Connotation

Balancing Words
22
Chapter 5 -
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Abstraction
Concreteness
Concepts
Qualities
Characteristics
Tangible
Objective
Visualization

23
Chapter 5 -
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Powerful
Words
Familiar
Words
Clichés &
Buzzwords
Technical
Jargon
Finding Precise Words

Summary of Discussion
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Composing Your Message:
Writing Effective Sentences
25
Chapter 5 -
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Sentence Types
26
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Simple
•One Main Clause
•One Subject & Verb
Compound
•Two Main Clauses
•Join By Conjunction

Sentence Types
27
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Complex
•One Main Clause
•A Dependent Clause
Compound
Complex
•Two Main Clauses
•A Dependent Clause

Using Sentence Style
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Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall
Emphasize Key Thoughts
Use More Words
Sentence Subjects Dependent Clauses
Position the Words

Summary of Discussion
Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall 29
Chapter 5 -

Composing Your Message:
Crafting Unified, Coherent
Paragraphs
30
Chapter 5 -
Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall

Paragraph Elements
Topic Sentence
Support Sentences
Transitional Elements
31
Chapter 5 -
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Paragraph Options
Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall 32
Chapter 5 -
•Illustration
•Classification
•Cause & Effect
•Problem & Solution
•Compare & Contrast

Summary of Discussion
Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall 33
Chapter 5 -

Using Technology to Compose
and Shape Your Messages
34
Chapter 5 -
Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall

Format with Technology
• Style sheets and sets, templates, and
themes
• Boilerplate and document components
• Auto-correction and auto-completion
• File merge and mail merge
• Endnotes, footnotes, tables of contents,
and indexes
35
Chapter 5 -
Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall

Summary of Discussion
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Chapter 5 -

Chapter 5
Writing Business
Messages
37
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Chapter 5 -

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Kendall & KendallCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall 4 Kendall & Kendall Systems Analysis and Design, 9e Information Gathering: Interactive Methods * * Kendall & KendallCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall 4-* ObjectivesRecognize the value of interactive methods for information gathering.Construct interview questions to elicit human information requirements and structure them in a way that is meaningful to users.Understand the purpose of stories and why they are useful in systems analysis.Understand the concept of JAD and when to use it.Write effective questions to survey users about their work.Design and administer effective questionnaires. Kendall & KendallCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall 4-* Interactive Methods to Elicit Human Information RequirementsInterviewingJoint Application Design (JAD)Questionnaires * The commonality of these methods is talking with and listening to people in the organization in order to understand their interactions with technology through a series of carefully composed questions. Kendall & KendallCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall 4-* Major TopicsInterviewing Interview preparationQuestion typesArranging questionsThe interview reportUser Stories Joint Application Design (JAD)InvolvementLocationQuestionnairesWriting questionsUsing scalesDesignAdministering Kendall & KendallCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall 4-* InterviewingInterviewing is an important method for collecting data on human and system information requirementsInterviews reveal information about: Interviewee opinions Interviewee feelings Goals Key HCI concerns * Opinions—may be more revealing and more important then facts. By seeking opinion rather then fact you can discover key problems. Feelings—you can understand the organization’s culture more fully by listening to the feelings of the respondent. Goals – project the organization’s future. You may not be able to determine goals through any other method. HCI – the ergonomic aspects, the system usability, how pleasing and enjoyable the system is, and how useful it is in supporting individual tasks. Kendall & KendallCopyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall 4-* Interview PreparationReading background materialEstablishing interview objectivesDeciding whom to interviewPreparing the intervieweeDeciding on question types and structure * Reading background material—read and understand as much background information about the interviewees and their organization as possible.Corporate websiteCurrent annual reportCorporate news letterAny publication sent out to explain the organization to the publicStandard & Poor’s Trying to build a common vocabulary to phrase interview questions and to maximize the interview time. Establishing interview objectives—four to six key areas concerning HCI, infor ...

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2. Learning Objectives 1. Being sensitive to audience needs 2. Building strong audience relationships 3. Controlling your style and tone 4. Choosing strong words for a message 5. Composing effective sentences 6. Writing unified, coherent paragraphs 7. Using technology to format messages 2 Chapter 5 - Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall

15. Conversational Tone Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall 15 Chapter 5 - •Don’t confuse texting and writing •Avoid stale and obsolete language •Avoid preaching and bragging •Be careful with intimacy and humor

27. Sentence Types 27 Chapter 5 - Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall Complex •One Main Clause •A Dependent Clause Compound Complex •Two Main Clauses •A Dependent Clause

28. Using Sentence Style 28 Chapter 5 - Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall Emphasize Key Thoughts Use More Words Sentence Subjects Dependent Clauses Position the Words

35. Format with Technology • Style sheets and sets, templates, and themes • Boilerplate and document components • Auto-correction and auto-completion • File merge and mail merge • Endnotes, footnotes, tables of contents, and indexes 35 Chapter 5 - Copyright © 2014 Pearson Education, Inc. publishing as Prentice Hall

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