Writing Business Messages
description
Transcript of Writing Business Messages
![Page 1: Writing Business Messages](https://reader036.fdocuments.us/reader036/viewer/2022081517/5681680c550346895ddd93bf/html5/thumbnails/1.jpg)
Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 1
Writing Writing Business MessagesBusiness Messages
![Page 2: Writing Business Messages](https://reader036.fdocuments.us/reader036/viewer/2022081517/5681680c550346895ddd93bf/html5/thumbnails/2.jpg)
Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 2
The Three-Step ProcessThe Three-Step ProcessWriting CompletingPlanning
Analyze Situation
Gather Information
Select Medium
Get Organized
Revise
Produce Message
Proofread Message
Distribute Message
Adapt to the Audience
Composethe Message
![Page 3: Writing Business Messages](https://reader036.fdocuments.us/reader036/viewer/2022081517/5681680c550346895ddd93bf/html5/thumbnails/3.jpg)
Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 3
Adapt to the AudienceAdapt to the Audience• Be sensitive to audience’s needs• Build strong relationships• Control style and tone
![Page 4: Writing Business Messages](https://reader036.fdocuments.us/reader036/viewer/2022081517/5681680c550346895ddd93bf/html5/thumbnails/4.jpg)
Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 4
Audience SensitivityAudience Sensitivity
• Adopt a “you” attitude• Demonstrate business etiquette• Emphasize the positive• Use bias-free language
![Page 5: Writing Business Messages](https://reader036.fdocuments.us/reader036/viewer/2022081517/5681680c550346895ddd93bf/html5/thumbnails/5.jpg)
Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 5
The “You” AttitudeThe “You” Attitude• Speaking and writing for an audience
– Wishes– Interests– Hopes– Preferences
![Page 6: Writing Business Messages](https://reader036.fdocuments.us/reader036/viewer/2022081517/5681680c550346895ddd93bf/html5/thumbnails/6.jpg)
Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 6
Business EtiquetteBusiness Etiquette• Show respect• Be courteous• Use diplomacy
![Page 7: Writing Business Messages](https://reader036.fdocuments.us/reader036/viewer/2022081517/5681680c550346895ddd93bf/html5/thumbnails/7.jpg)
Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 7
Emphasize the PositiveEmphasize the Positive
• Avoid negativity• Stress benefits• Use euphemisms
![Page 8: Writing Business Messages](https://reader036.fdocuments.us/reader036/viewer/2022081517/5681680c550346895ddd93bf/html5/thumbnails/8.jpg)
Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 8
Use Bias-Free LanguageUse Bias-Free Language
• Age • Gender• Disability • Race or ethnicity
![Page 9: Writing Business Messages](https://reader036.fdocuments.us/reader036/viewer/2022081517/5681680c550346895ddd93bf/html5/thumbnails/9.jpg)
Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 9
Audience RelationshipsAudience Relationships
• Establish your credibility• Build the company’s image
![Page 10: Writing Business Messages](https://reader036.fdocuments.us/reader036/viewer/2022081517/5681680c550346895ddd93bf/html5/thumbnails/10.jpg)
Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 10
Establish Your CredibilityEstablish Your Credibility• Honesty• Awareness• Endorsements• Confidence
• Objectivity• Credentials• Performance• Sincerity
![Page 11: Writing Business Messages](https://reader036.fdocuments.us/reader036/viewer/2022081517/5681680c550346895ddd93bf/html5/thumbnails/11.jpg)
Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 11
Project Company’s ImageProject Company’s Image• Be a spokesperson• Follow guidelines• Observe colleagues
![Page 12: Writing Business Messages](https://reader036.fdocuments.us/reader036/viewer/2022081517/5681680c550346895ddd93bf/html5/thumbnails/12.jpg)
Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 12
Controlling Style and Controlling Style and ToneTone
• Use a conversational tone• Write in plain English• Select active or passive voice
![Page 13: Writing Business Messages](https://reader036.fdocuments.us/reader036/viewer/2022081517/5681680c550346895ddd93bf/html5/thumbnails/13.jpg)
Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 13
Conversational ToneConversational Tone• Avoid using obsolete language• Avoid preaching or bragging• Control emotions and intimacy• Use humor or satire carefully
![Page 14: Writing Business Messages](https://reader036.fdocuments.us/reader036/viewer/2022081517/5681680c550346895ddd93bf/html5/thumbnails/14.jpg)
Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 14
Writing in Plain EnglishWriting in Plain English• Straightforward• Understandable • Conversational
![Page 15: Writing Business Messages](https://reader036.fdocuments.us/reader036/viewer/2022081517/5681680c550346895ddd93bf/html5/thumbnails/15.jpg)
Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 15
Using the Right VoiceUsing the Right Voice• Active voice (subject-verb-object)
– Direct – Concise – Vigorous
• Passive voice (subject-verb-object)– Indirect– Tactful– Reserved
![Page 16: Writing Business Messages](https://reader036.fdocuments.us/reader036/viewer/2022081517/5681680c550346895ddd93bf/html5/thumbnails/16.jpg)
Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 16
Composing the MessageComposing the Message
• Word choice• Sentences• Paragraphs
![Page 17: Writing Business Messages](https://reader036.fdocuments.us/reader036/viewer/2022081517/5681680c550346895ddd93bf/html5/thumbnails/17.jpg)
Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 17
Choose Strong WordsChoose Strong Words
• Correct• Effective• Abstract • Concrete
![Page 18: Writing Business Messages](https://reader036.fdocuments.us/reader036/viewer/2022081517/5681680c550346895ddd93bf/html5/thumbnails/18.jpg)
Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 18
Communicate EffectivelyCommunicate Effectively
• Select powerful words• Choose familiar words• Avoid clichés• Minimize jargon
![Page 19: Writing Business Messages](https://reader036.fdocuments.us/reader036/viewer/2022081517/5681680c550346895ddd93bf/html5/thumbnails/19.jpg)
Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 19
Write Effective Write Effective SentencesSentences
• Choose the type of sentence• Emphasize key thoughts
![Page 20: Writing Business Messages](https://reader036.fdocuments.us/reader036/viewer/2022081517/5681680c550346895ddd93bf/html5/thumbnails/20.jpg)
Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 20
Craft Good ParagraphsCraft Good Paragraphs• Topic sentence• Support sentences• Transitional elements
![Page 21: Writing Business Messages](https://reader036.fdocuments.us/reader036/viewer/2022081517/5681680c550346895ddd93bf/html5/thumbnails/21.jpg)
Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 21
Paragraph DevelopmentParagraph Development
• Illustration• Comparison and contrast• Cause and effect• Classification• Problem and solution
![Page 22: Writing Business Messages](https://reader036.fdocuments.us/reader036/viewer/2022081517/5681680c550346895ddd93bf/html5/thumbnails/22.jpg)
Copyright © 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 4 - 22
Using TechnologyUsing Technology• Style sheets and templates• Auto-completion or auto-correction• File or mail merge• Endnotes and footnotes• Indexes and tables of contents• Document wizards