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    Bovee bct15 PPT 06-Final

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    logeswarysanmugam66
    This chapter discusses completing business messages. It covers revising drafts by evaluating content, organization, style and tone. Techniques for improving readability include varying sentence lengths, using short paragraphs, lists, parallelism and headings. Steps to improve clarity are breaking up long sentences and rewriting unclear structures. Tips for conciseness include deleting unnecessary words and recasting wordy phrases. Effective design principles of consistency, balance and restraint are explained. Proofreading tips include making multiple passes and focusing on errors. Factors in choosing a distribution method are cost, convenience, time and security.

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    Bovee bct15 PPT 06-Final

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    logeswarysanmugam66
    35 views31 pages
    This chapter discusses completing business messages. It covers revising drafts by evaluating content, organization, style and tone. Techniques for improving readability include varying sentence lengths, using short paragraphs, lists, parallelism and headings. Steps to improve clarity are breaking up long sentences and rewriting unclear structures. Tips for conciseness include deleting unnecessary words and recasting wordy phrases. Effective design principles of consistency, balance and restraint are explained. Proofreading tips include making multiple passes and focusing on errors. Factors in choosing a distribution method are cost, convenience, time and security.

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    notes about busniness communication

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    Bovee_bct15_PPT_06-Final

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    This chapter discusses completing business messages. It covers revising drafts by evaluating content, organization, style and tone. Techniques for improving readability include varying sentence lengths, using short paragraphs, lists, parallelism and headings. Steps to improve clarity are breaking up long sentences and rewriting unclear structures. Tips for conciseness include deleting unnecessary words and recasting wordy phrases. Effective design principles of consistency, balance and restraint are explained. Proofreading tips include making multiple passes and focusing on errors. Factors in choosing a distribution method are cost, convenience, time and security.

    Copyright:

    © All Rights Reserved
    Download as PPTX, PDF, TXT or read online from Scribd
    Download as pptx, pdf, or txt
    35 views31 pages

    Bovee bct15 PPT 06-Final

    Uploaded by

    logeswarysanmugam66
    This chapter discusses completing business messages. It covers revising drafts by evaluating content, organization, style and tone. Techniques for improving readability include varying sentence lengths, using short paragraphs, lists, parallelism and headings. Steps to improve clarity are breaking up long sentences and rewriting unclear structures. Tips for conciseness include deleting unnecessary words and recasting wordy phrases. Effective design principles of consistency, balance and restraint are explained. Proofreading tips include making multiple passes and focusing on errors. Factors in choosing a distribution method are cost, convenience, time and security.

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    © All Rights Reserved
    Download as PPTX, PDF, TXT or read online from Scribd
    Download as pptx, pdf, or txt
    of 31

    Business Communication Today

    Fifteenth Edition, Global Edition

    Chapter 6
    Completing Business Messages

    Copyright © 2021 Pearson Education Ltd.


    Learning Objectives (1 of 2)
    6.1 Discuss the value of careful revision, and describe the
    tasks involved in evaluating your first drafts and the work
    of other writers.
    6.2 List four techniques you can use to improve the readability
    of your messages.
    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 © 2021 Pearson Education Ltd.


    Learning Objectives (2 of 2)
    6.4 List four principles of effective design, and explain the role
    of major design elements in document readability.
    6.5 Explain the importance of proofreading, and give seven
    tips for successful proofreading.
    6.6 Discuss the most important issues to consider when
    distributing your messages.a

    Copyright © 2021 Pearson Education Ltd.


    Revising Your Message: Evaluating the First Draft
    • L O 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 © 2021 Pearson Education Ltd.


    Evaluating Your Content, Organization
    Style, and Tone (1 of 2)
    • Is the information accurate?
    • Is the information relevant to the audience?
    • Is there enough information to satisfy the readers’ needs?
    • Is there a good balance between general information and
    specific information?

    Copyright © 2021 Pearson Education Ltd.


    Evaluating Your Content, Organization
    Style, and Tone (2 of 2)
    • Are all the points covered in the most logical order?
    • Do the most important ideas receive the most space, and
    are they placed in the most prominent positions?
    • Would the message be more convincing if it were arranged
    in a different sequence?
    • Are any points repeated unnecessarily?
    • Are details grouped together logically, or are some still
    scattered throughout the document?

    Copyright © 2021 Pearson Education Ltd.


    Evaluating, Editing, and Revising the Work
    of Others (1 of 2)
    • What is the purpose of this document or message?
    • Who is the target audience?
    • What information does the audience need?
    • Does the document provide this information in a well-
    organized way?
    • Does the writing demonstrate the “you” attitude toward the
    audience?

    Copyright © 2021 Pearson Education Ltd.


    Evaluating, Editing, and Revising the Work
    of Others (2 of 2)
    • Is the tone of the writing appropriate for the audience?
    • Can the readability be improved?
    • Is the writing clear? If not, how can it be improved?
    • Is the writing as concise as it could be?
    • Does the design support the intended message?

    Copyright © 2021 Pearson Education Ltd.


    Revising to Improve Readability
    • L O 6.2 List four techniques you can use to improve the
    readability of your messages.

    Copyright © 2021 Pearson Education Ltd.


    Creating Readable Documents
    Readability Indexes Skimmable Documents
    Words Key Ideas
    Sentences Conclusions
    Paragraphs Recommendations

    Copyright © 2021 Pearson Education Ltd.


    Varying the Length of Your Sentences
    • Short
    – Up to 15 Words
    • Medium
    – 15-25 Words
    • Long
    – Over 25 Words

    Copyright © 2021 Pearson Education Ltd.


    Keeping Your Paragraphs Short
    100 Words or Fewer Maintain Clear Flow
    Ease of Reading Don’t Go Overboard
    Inviting to Reader Connect Ideas
    Emphasize Key Ideas Divide Large Subject

    Copyright © 2021 Pearson Education Ltd.


    Using Lists to Clarify and Emphasize
    • Set Off Important Ideas
    – Series of words, names, or other items
    • Simplify
    – Break down complex subjects
    • Highlight
    – Sequences of ideas

    Copyright © 2021 Pearson Education Ltd.


    Achieving Parallelism
    Method Example
    Parallel words The plan was approved by Clausen,
    Whittaker, Merlin, and Carlucci.
    Parallel phrases We are gaining market share in
    supermarkets, in department stores,
    and in specialty stores.
    Parallel clauses I’d like to discuss the issue after Vicki
    gives her presentation but before
    Marvin shows his slides.
    Parallel sentences In 2018 we exported 30 percent of our
    production. In 2019 we exported 50
    percent.

    Copyright © 2021 Pearson Education Ltd.


    Adding Headings and Subheadings
    Organization Attention Connection
    Group Related Informative or Descriptive Relates Main and
    Paragraphs Headings Subordinate Ideas
    Organize Lengthy
    Grab Reader’s Attention Increased Understanding
    Material
    Emphasize Key Ideas Readability Visually Indicate Shifts

    Copyright © 2021 Pearson Education Ltd.


    Editing for Clarity and Conciseness
    • L O 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 © 2021 Pearson Education Ltd.


    Editing for Clarity (1 of 2)
    • Break Up Overly Long Sentences
    • Rewrite Hedging Sentences
    • Impose Parallelism
    • Correct Dangling Modifiers

    Copyright © 2021 Pearson Education Ltd.


    Editing for Clarity (2 of 2)
    • Reword Long Noun Sequences
    • Replace Camouflaged Verbs
    • Clarify Sentence Structure
    • Clarify Awkward References

    Copyright © 2021 Pearson Education Ltd.


    Editing for Conciseness
    • Delete Unnecessary Words and Phrases
    • Replace Long Words and Phrases
    • Eliminate Redundancies
    • Recast “It is/There are” Starters

    Copyright © 2021 Pearson Education Ltd.


    Producing Your Message
    • L O 6.4 List four principles of effective design, and explain
    the role of major design elements in document readability.

    Copyright © 2021 Pearson Education Ltd.


    Designing for Readability
    • Consistency
    • Balance
    • Restraint
    • Detail

    Copyright © 2021 Pearson Education Ltd.


    Document Design Elements
    • White Space
    • Margins
    • Justification
    • Typefaces
    • Type Styles

    Copyright © 2021 Pearson Education Ltd.


    Formatting Formal Letters and Memos

    Copyright © 2021 Pearson Education Ltd.


    Effective Design Choices for Business Documents

    Copyright © 2021 Pearson Education Ltd.


    Designing Messages for Mobile Devices
    • Think In Small Chunks
    • Use White Space Generously
    • Format Simply
    • Experiment With Layouts

    Copyright © 2021 Pearson Education Ltd.


    Proofreading Your Message
    • L O 6.5 Explain the importance of proofreading, and give
    seven tips for successful proofreading.

    Copyright © 2021 Pearson Education Ltd.


    Identifying Problems
    • Language Errors
    • Missing Material
    • Design Errors
    • Typographical Errors

    Copyright © 2021 Pearson Education Ltd.


    Careful Proofreading (1 of 2)
    • Make Multiple Passes
    • Use Perceptual Tricks
    • Focus on High-Priority Items
    • Give Yourself Some Distance

    Copyright © 2021 Pearson Education Ltd.


    Careful Proofreading (2 of 2)
    • Be Vigilant
    • Stay Focused
    • Review Complex Digital Documents on Paper
    • Take Your Time

    Copyright © 2021 Pearson Education Ltd.


    Distributing Your Message
    • L O 6.6 Discuss the most important issues to consider when
    distributing your messages.

    Copyright © 2021 Pearson Education Ltd.


    Factors In Choosing a Distribution Method
    • Cost
    • Convenience
    • Time
    • Security and Privacy

    Copyright © 2021 Pearson Education Ltd.

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