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Chapter 4 - 1
The Three-Step The Three-Step ProcessProcess
Analyze SituationAnalyze Situation
Gather InformationGather Information
Select MediumSelect Medium
Get OrganizedGet Organized
ReviseRevise
ProduceProduce
ProofreadProofread
DistributeDistribute
Adapt to the Audience
Adapt to the Audience
Composethe Message
Composethe Message
PlanningPlanning CompletingCompletingWritingWriting
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Chapter 4 - 2
Planning Planning Business MessagesBusiness Messages
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Chapter 4 - 3
Optimizing Your TimeOptimizing Your Time
50% Planning50% Planning50% Planning50% Planning
25% Writing25% Writing25% Writing25% Writing
25% Completing25% Completing25% Completing25% Completing
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Chapter 4 - 4
Analyzing the Analyzing the SituationSituation
Who is the audience?
What is the purpose?
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Chapter 4 - 5
Define Your PurposeDefine Your Purpose
General PurposeGeneral Purpose Specific PurposeSpecific Purpose
To InformTo InformTo InformTo Inform
To PersuadeTo PersuadeTo PersuadeTo Persuade
To CollaborateTo CollaborateTo CollaborateTo Collaborate
Your GoalsYour GoalsYour GoalsYour Goals
Audience ActionsAudience ActionsAudience ActionsAudience Actions
Audience ThoughtsAudience ThoughtsAudience ThoughtsAudience Thoughts
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Chapter 4 - 6
Profile Your Profile Your AudienceAudience
Knowledge LevelKnowledge Level
ExpectationsExpectations
Probable ReactionProbable Reaction
Primary MembersPrimary Members
Size and LocationSize and Location
CompositionComposition
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Chapter 4 - 7
Gathering Gathering InformationInformation
Uncover Needs
Find Your Focus
Provide Information
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Chapter 4 - 8
Select the MediumSelect the Medium
Electronic
WrittenOral
Visual
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Chapter 4 - 9TMT, BUS 251
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Chapter 4 - 10
Organizing Organizing InformationInformation
Get to the PointGet to the Point
Omit Irrelevant IdeasOmit Irrelevant Ideas
Use Logical GroupingsUse Logical Groupings
Include Important DataInclude Important Data
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Chapter 4 - 11
Defining the Main Defining the Main IdeaIdea
The TopicThe Topic
The Main IdeaThe Main Idea
Overall Subject of the Message
Overall Subject of the Message
Specific StatementAbout the Topic
Specific StatementAbout the Topic
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Chapter 4 - 12TMT, BUS 251
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Chapter 4 - 13
Generating IdeasGenerating Ideas
Brainstorming
Mind Mapping
Storyteller’s Tour
Journalistic Approach
Questions and Answers
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TMT, BUS 251 Chapter 4 - 14
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Chapter 4 - 15
Outlining the ContentOutlining the Content
I. First Major Point
A. First subpoint
B. Second subpoint
1. Evidence
2. Evidence
C. Third subpoint
II. Second Major Point
A. First subpoint
B. Second subpoint
1.0 First Major Point
1.1 First subpoint
1.2 Second subpoint
1.2.1Evidence
1.2.2Evidence
1.3 Third subpoint
2.0 Second Major Point
2.1 First subpoint
2.2 Second subpoint
AlphanumericAlphanumeric DecimalDecimal
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Chapter 4 - 16
Basic Message Basic Message StructureStructure
State Main IdeaState Main Idea
State Major PointsState Major Points
Provide EvidenceProvide Evidence
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Chapter 5 - 17
Writing Writing Business MessagesBusiness Messages
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Chapter 5 - 18
Audience Audience SensitivitySensitivity
Use Bias-FreeLanguage
Emphasize thePositive
DemonstrateBusiness Etiquette
Adopt a “You” Attitude
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Adopt a Adopt a ““YouYou”” AttitudeAttitude
TMT, BUS 251 Chapter 4 - 19
INSTEAD OF THIS WRITE THIS
Tuesday is the only day we can promise quick response to purchase order requests; we are swamped the rest of the week.
If you need a quick response, please submit your purchase order requests on Tuesday.
We offer MP3 player with 50, 75 or 100 gigabytes of storage capacity.
You can choose an MP3 player with 50, 75 or 100 gigabytes of storage capacity.
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Emphasize theEmphasize thePositivePositive
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INSTEAD OF THIS WRITE THIS
It is impossible to repair your laptop today.
Your computer will be ready by Tuesday, would you like a loaner until then?
We wasted $300,000 advertising in that magazine.
Our $300,000 advertising investment did not pay off; let’s analyze the experience and apply the insights to our future campaigns.
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Maintaining Standards of Maintaining Standards of EtiquetteEtiquette
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INSTEAD OF THIS WRITE THIS
Once again, you’ve managed to bring down the entire website through your incompetent programming.
Let’s review the last website update to explore ways to improve the process.
You’ve been sitting our order for two weeks, and we need it now!
Our production schedule depends on timely delivery of parts and supplies, but we have not yet received the order you promised to deliver two weeks ago. Please respond today with a firm delivery commitment.
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Chapter 5 - 22
Composing the MessageComposing the Message
Word ChoiceWord ChoiceWord ChoiceWord Choice
SentencesSentencesSentencesSentences
ParagraphsParagraphsParagraphsParagraphs
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Chapter 5 - 23
Choose Powerful Words
Choose Powerful Words
Choose Familiar Words
Choose Familiar Words
Avoid Clichésand BuzzwordsAvoid Clichésand Buzzwords
Use JargonCarefullyUse JargonCarefully
Communicate Communicate EffectivelyEffectively
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Chapter 5 - 24
Write Effective Write Effective
SentencesSentences
Choose theChoose theType of SentenceType of Sentence
Emphasize Emphasize Key ThoughtsKey Thoughts
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Chapter 5 - 25
Craft Good ParagraphsCraft Good Paragraphs
TransitionsTransitions
Support SentencesSupport Sentences
Topic SentenceTopic Sentence
ParagraphUnity
ParagraphCoherence
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Chapter 5 - 26
Format with Format with TechnologyTechnology
Style Sheets and Templates
Smart Documents
Master Documents Auto-Completion
Auto-CorrectionEndnotes, Footnotes,
Indexes, and TOCs
Wizards Mail Merge
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Chapter 6 - 27
Completing Completing Business MessagesBusiness Messages
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Chapter 6 - 28
Beyond the First Beyond the First DraftDraft
Content & Readability
Clarity & Conciseness
Working DraftFirst Draft Final Draft
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Chapter 6 - 29
Revising the Revising the MessageMessage
Conciseness
Content Clarity
Readability
Type of MessageType of Message
Choice of MediaChoice of Media
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Chapter 6 - 30
Increasing Increasing ““SkimSkim””
ValueValueSentences
Headings
Listed Items
Paragraphs
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Chapter 6 - 31
Vary Sentence LengthVary Sentence Length
• Create interest
• Promote readability
• Emphasize points
• Enliven your writing
• Appeal to readers
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Chapter 6 - 32
Keep Paragraphs ShortKeep Paragraphs Short
Break Up ThoughtsBreak Up ThoughtsBreak Up ThoughtsBreak Up Thoughts
Boost ReadabilityBoost ReadabilityBoost ReadabilityBoost Readability
Emphasize IdeasEmphasize IdeasEmphasize IdeasEmphasize Ideas
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Chapter 6 - 33
Use Lists and BulletsUse Lists and Bullets
• Show sequence of ideas
• Heighten visual impact
• Emphasize key points
• Simplify complex subjects
• Provide visual breaks
• Expedite skimming processTMT, BUS 251
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Chapter 6 - 34
Headings and Headings and
SubheadingsSubheadings
DescriptiveHeadings
DescriptiveHeadings
InformativeHeadings
InformativeHeadings
OrganizationOrganization
AttentionAttention
ConnectionConnection
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Chapter 6 - 35
Revising with Revising with
TechnologyTechnology
Spell CheckerSpell CheckerSpell CheckerSpell Checker
ThesaurusThesaurusThesaurusThesaurus
Revision MarksRevision MarksRevision MarksRevision Marks
Cut and PasteCut and PasteCut and PasteCut and Paste
Grammar Checker Grammar Checker Grammar Checker Grammar Checker
Style CheckerStyle CheckerStyle CheckerStyle Checker
CommentingCommentingCommentingCommenting
Search and ReplaceSearch and ReplaceSearch and ReplaceSearch and Replace
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Chapter 6 - 36
White SpaceWhite Space
MarginsMargins
Justified TypeJustified Type
TypefacesTypefaces
Type StylesType Styles
Design Techniques
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Chapter 6 - 37
Production TechnologyProduction Technology
• Templates and style sheets
• Page setup features
• Column and paragraph formatting
• Numbered and bulleted lists
• Information in tables
• Pictures, text boxes, and objectsTMT, BUS 251
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Chapter 6 - 38
Format for Business LettersFormat for Business LettersLetterhead Letterhead StationeryStationery XXXXXXXXXXXXXXXXXXX
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DateDateInside Inside
AddressAddressSalutationSalutation
The The MessageMessage
Complimentary Complimentary CloseCloseSignature Signature
BlockBlock
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Chapter 6 - 39
Format for MemosFormat for Memos
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XX: xxxxxxxxxxxxxxxxXXXX: xxxxxxxxxxXXXX: xxxxxxxxxxXXXXXXX: xxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
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Memo Memo TitleTitle
HeadingsHeadings
The The MessageMessage
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Chapter 6 - 40
Proofread the MessageProofread the Message
Writing Errors
Design Flaws
Layout Problems
Production Issues
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