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Excellence in business communication 12e by vthill and brovee chapter 06

Copyright © 2017 Pearson Education, Inc.


Excellence in
in
Excellence
Business Communication
Communication
Business
Chapter 6
Completing Business Messages

Copyright © 2017 Pearson Education, Inc.


Learning Objectives

1.

(1 of 2)


Discuss the value of careful revision, and describe the tasks
involved in evaluating your first drafts and the work of other
writers.

2.

List four techniques you can use to improve the readability of
your messages.

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 © 2017 Pearson Education, Inc.

Chapter 6 - 3


Learning Objectives

4.

(2 of 2)

List four principles of effective design, and explain the role of
major design elements in document readability.

5.

Explain the importance of proofreading, and give eight tips for
successful proofreading.

6.

Discuss the most important issues to consider when distributing
your messages.

Copyright © 2017 Pearson Education, Inc.


Chapter 6 - 4


Revising Your
Your Message:
Message:
Revising
Evaluating the
the First
First Draft
Draft
Evaluating
(LO 1) Discuss the value of careful revision, and describe the tasks
involved in evaluating your first drafts and the work of other
writers.

Copyright © 2017 Pearson Education, Inc.

Chapter 6 - 5


Revising Different
Types of Messages
•Revising Informal Messages

•Revising Digital Messages

•Revising Important Messages

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Chapter 6 - 6


Evaluating Your Message
Content
Clear and Accurate

Relevant and Complete

Organization
Order and Emphasis

Repetition and Grouping

Tone
Is It Too Formal?
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Is It Too Casual?
Chapter 6 - 7


Improving Your Message Through
Revision

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(1 of 2)

Chapter 6 - 8


Improving Your Message Through
Revision

Copyright © 2017 Pearson Education, Inc.

(2 of 2)

Chapter 6 - 9


Evaluating, Editing, and Revising the Work
of Other Writers
Promote the Writer’s Success




Help the writer succeed.
Don’t impose your own style or agenda.

Support the Writer’s Intent




Learn what the writer wanted to accomplish.
Base suggestions on the writer’s goals.

Copyright © 2017 Pearson Education, Inc.

Chapter 6 - 10


Questions for Evaluating Someone
Else’s Writing









What is the purpose of the message?
Who is the audience? What do they need?
Is the document well organized?
Does the writing convey a “you” attitude?
Is the writing clear? Can it be improved?
Is the writing as concise as it should be?
Does the design support the message?

Copyright © 2017 Pearson Education, Inc.

Chapter 6 - 11


Revising to
to Improve
Improve Readability
Readability
Revising

(LO 2) List four techniques you can use to improve the readability
of your messages.

Copyright © 2017 Pearson Education, Inc.

Chapter 6 - 12


Varying Your Sentence Length

• Up to 15
Words

Medium

• 15 – 25

• Over 25
Words

Words

Short

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Long

Chapter 6 - 13


Keeping Paragraphs Short

Average 100
Words

Maintain Clear
Flow

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Make Reading Easier
Promote Careful Reading
Emphasize Key Ideas

Don’t Go Overboard
Connect Your Ideas
Guide With Transitions

Chapter 6 - 14


Using Lists and Bullets to Clarify and
Emphasize

(1 of 2)



Sequence Ideas



Heighten Visual Impact

Set Off Ideas



Surface Key Points

in a List



Simplify Complex Subjects



Highlight Main Points



Enable Skimming

Copyright © 2017 Pearson Education, Inc.

Chapter 6 - 15


Using Lists and Bullets to Clarify and
Emphasize

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(2 of 2)

Chapter 6 - 16


Creating Parallelism

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Chapter 6 - 17


Adding Headings
and Subheadings
Primary Functions
Functions
Primary

Informative

Descriptive

Reveal the
the Organization
Organization
Reveal

Draw Attention
Attention to
to Key
Key Points
Points
Draw

Show Connections
Connections and
and Transitions
Transitions
Show

Copyright © 2017 Pearson Education, Inc.

Chapter 6 - 18


Editing for
for Clarity
Clarity and
and Conciseness
Conciseness
Editing

(LO 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 © 2017 Pearson Education, Inc.

Chapter 6 - 19


Editing for Clarity

(1 of 2)

Break Up
Up Overly
Overly Long
Long Sentences
Sentences
Break

Rewrite Hedging
Hedging Sentences
Sentences
Rewrite

Impose Parallel
Parallel Structure
Structure
Impose

Correct Dangling
Dangling Modifiers
Modifiers
Correct
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Chapter 6 - 20


Editing for Clarity

(2 of 2)

Reword Long
Long Noun
Noun Sequences
Sequences
Reword

Replace Camouflaged
Camouflaged Verbs
Verbs
Replace

Clarify Sentence
Sentence Structure
Structure
Clarify

Clarify Awkward
Awkward References
References
Clarify
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Chapter 6 - 21


Revising for Clarity

Copyright © 2017 Pearson Education, Inc.

Chapter 6- 22


Editing for Conciseness

Delete
Delete Unnecessary
Unnecessary Words
Words and
and Phrases
Phrases
Replace
Replace Long
Long Words
Words and
and Phrases
Phrases
Eliminate
Eliminate Redundant
Redundant Word
Word Combinations
Combinations
Recast
Recast “It
“It is/There
is/There are”
are” Starters
Starters
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Chapter 6 - 23


Revising for Conciseness

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Chapter 6 - 24


Producing Your
Your Message
Message
Producing

(LO 4) List four principles of effective design, and explain the role
of major design elements in document readability.

Copyright © 2017 Pearson Education, Inc.

Chapter 6 - 25


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