Ch 6 Slide 1 Chapter 6 Revising Business Messages Business Communication Process and Product 8e Mary Ellen Guffey amp Dana Loewy Taking Time to Revise Applying Phase 3 of the Writing Process ID: 686461
Download Presentation The PPT/PDF document "© 2015 Cengage Learning. All Rights R..." is the property of its rightful owner. Permission is granted to download and print the materials on this web site for personal, non-commercial use only, and to display it on your personal computer provided you do not modify the materials and that you retain all copyright notices contained in the materials. By downloading content from our website, you accept the terms of this agreement.
Slide1
© 2015
Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.
Ch. 6, Slide 1
Chapter 6Revising Business Messages
Business Communication:Process and Product, 8e
Mary Ellen
Guffey
& Dana LoewySlide2
Taking Time to Revise: Applying Phase 3 of the Writing Process
Ch.
6, Slide 2Writing Process: Prewriting, Drafting, and RevisingRevising: improving content and sentence structure
Proofreading: correcting grammar, spelling, punctuation, format, mechanicsRevising takes the most time in the writing process.Slide3
Revising for Conciseness
Eliminate flabby expressions.
Ch. 6, Slide 3
FlabbyConciseat this
point in timenowdue to the fact thatbecause
in very few cases
seldom
despite the fact that
although
in the near future
soonSlide4
Revising for Conciseness
Limit long lead-ins.
Ch. 6, Slide 4
WordyConciseThis is to let you know that Monday is a holiday.
Monday is a holiday.I am sending this e-mail to announce that our internal audit begins on January 5.Our internal audit begins
on January 5.Slide5
Revising for Conciseness
Drop unnecessary there/is are and it is/was fillers.
Ch. 6, Slide 5
WordyConcise
There were more than 45 visitors who commented on her blog.More than 45 visitors commented on her blog.It was a hilarious animal video that went viral.
A hilarious animal video went viral. Slide6
Revising for Conciseness
Reject redundancies.
Ch. 6, Slide 6
RedundantConcisecombined together
combinedexact sameexact or same
my personal
opinion
my opinion
refer
back
referSlide7
Revising for Conciseness
Purge empty words.
Ch. 6, Slide 7
WordyConcise
In the case of General Motors, the car company was reorganized.General Motors was reorganized.
We
are aware of the fact that
many managers need assistance.
We know many managers need assistance.
When it arrived,
I deposited
your check immediately.
I deposited your check immediately. Slide8
Revising for Conciseness
Condense messages for social media microblogging.Try the following for messages limited to 140 characters.
Include only main ideas.Choose descriptive but short words.Personalize whenever possibleBe prepared to revise many times for conciseness, clarity, and, yes, even correctness. Ch.
6, Slide 8Slide9
Making Your Message Clear
Keep it short and simple.
Ch. 6, Slide 9
WordyConciseIt would not be inadvisable for you to affix your signature at this point
in time.You should sign now.Here are implements that are necessary for the job to be completed in a satisfactory manner.Here are the tools
to do the job satisfactorily. Slide10
Making Your Message Clear
Dump trite business phrases.
Ch. 6, Slide 10
TriteImprovedpursuant
to your requestas you requestedplease do not hesitate to please
thanking you in advance
thank you
enclosed
please find
enclosedSlide11
Making Your Message Clear
Drop clichés (worn phrases), slang (informal words with extravagant meanings), and business buzzwords.
Ch. 6, Slide 11
Cliché, Slang, BuzzwordImproved
Last but not least, we must cut costs.Finally, we must cut costs.Hey, prof, what u
think of my
killer paper?
Professor,
what did you think of my paper?
Our point man will telephonically communicate our
relanguaged
proposal to you.
Jake will call you with our
revised proposal. Slide12
Making Your Message Clear
Unbury verbs that are needlessly converted to wordy noun expressions.
Ch. 6, Slide 12
Buried VerbsImprovedgive consideration
considerreach a conclusionconclude
create a reduction in
reduce
make a decision
about
decide
take action
actSlide13
Making Your Message Clear
Control exuberance by using sparingly such words as very, definitely, quite,
totally, etc. Ch. 6, Slide
13
Excessive ExuberanceBusinesslikeWe are actually very certain that they totally agree with our proposal.We are certain that they agree with our proposal.
Jake was really extremely sorry that he completely forgot the meeting.
Jake was sorry that he forgot the meeting.Slide14
Enhancing Readability Through Document Design
Employ white space byAdding headingsIncluding bulleted or numbered listsUsing short sentences
Writing short paragraphsSetting effective margins Ch. 6,
Slide 14Slide15
Enhancing Readability Through Document Design
Setting marginsUse 1 to 1½ inch margins
Ch. 6, Slide 15
How to set marginsSlide16
Enhancing Readability Through Document Design
Ch.
6, Slide 16Setting for Ragged-Right Margins
Ragged-right margins provide more white space and improve readability.
Result
Aligns text at left margin and creates a ragged-right marginSlide17
Enhancing Readability Through Document Design
Choose appropriate typefaces.Consider sans serif (such as Arial) for headings, signs, and material that does not require continuous reading.
Consider serif (such as Times New Roman) for body font. Notice that serif typefaces have small features at the ends of strokes. Ch. 6, Slide
17Slide18
Enhancing Readability Through Document Design
Use 10- to 12-pt. font for most body text.For special effects consider: CAPITALIZATION
SMALL CAPSBoldfaceItalicsUnderline
Ch. 6, Slide
18Slide19
Enhancing Readability Through Document Design
Use vertical lists or enumerated items to improve comprehension.Numbered lists (1, 2, 3) for items that show a sequence Bulleted lists for items that do not show a chronology
Ch. 6, Slide 19
Numbered List
Bulleted ListFollow these steps in starting a business:Write a business plan.Locate venture capital.Prepare a feasibility study.Consider the following:
Environmental regulations
Employee benefit
plans
Licensing requirementsSlide20
Enhancing Readability Through Document Design
Employ parallel (balanced) construction when listing similar ideas.
Ch. 6, Slide 20
Not ParallelParallelIt’s all about money: earning it, investing it, and thinking about
how to spend it.It’s all about money: earning it, investing it, and spending it.To
protect your pet from
dognappers
:
Be a constant companion.
Don’t boast about the breed.
You should keep photos handy.
To
protect your pet from
dognappers
:
Be a constant companion.
Don’t boast about the breed.
Keep photos handy.Slide21
Enhancing Readability Through Document Design
Add headings to enhance comprehension.Types of headings to consider:Main headings
SubheadingsCategory headings Ch. 6,
Slide 21Slide22
Proofreading to Catch Mistakes
What to watch for in proofreadingSpellingGrammarPunctuation
Names and numbersFormat Ch. 6,
Slide 22Slide23
To Revise Manually, Use Basic Proofreading Marks
Ch.
6, Slide 23
Delete
Capitalize
Lowercase (don’t capitalize)
Transpose
Close upSlide24
To Revise Manually, Use Basic Proofreading Marks
Ch.
6, Slide 24
InsertInsert space
Insert punctuationInsert periodStart paragraphSlide25
To Revise Manually, Use Basic Proofreading Marks
Ch.
6, Slide 25
This is a short note to let you know that as As you requested, I
made an investigation of investigated several of our competitors’ websites. Attached hereto is a summary of the findings. of my investigation.
I was
really
most interested in
making a comparison of
the employment of
comparing
marketing strategies as well as
the use of
navigational graphics used to guide visitors through the sites.