BusCom05.ppt 285KB Mar 29 2010 04:55:17 AM

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Prentice Hall , 2003

Business Communicat ion Today

Chapter 5 - 1

Writing

Business

Messages

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Chapter 5 - 2

Three-Step Writing

Process

Step 1 Planning

Step 3 Completing Step 2

Writing

Analyze Investigate

Adapt

Organize Select Compose

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Chapter 5 - 3

What Is

Good Organization?

Clarify Subject

and Purpose

Group Ideas

and Use Logic

Exclude

Irrelevant Material

Include

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Chapter 5 - 4

Why Is

Organization

Important?

Promotes

Understanding

Increases

Acceptance

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Chapter 5 - 5

Organizing the Message

Defining the Main Idea

Limiting the Scope

Grouping the Support

Establishing the Sequence

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Chapter 5 - 6

Defining the Main Idea

General

General

Purpose

Specific

Purpose

Basic

Topic

Main

Idea

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Chapter 5 - 7

Depth of

Research

Audience

Attitude

Number of

Main Points

Time and

Space

Limiting the Scope

of the Message

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Chapter 5 - 8

Constructing an Outline

I. First Major Part

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 Part

1.1 First subpoint 1.2 Second subpoint

1.2.1Evidence 1.2.2Evidence

1.2.3 Third subpoint

2.0 Second Major Point

2.1 First subpoint 2.2 Second subpoint

Alphanumeric

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Chapter 5 - 9

Using an Organization

Chart

The Main Idea

The Main Idea

I. Major Point

I. Major Point II. Major PointII. Major Point III. Major PointIII. Major Point

A. Evidence

B. Evidence

C. Evidence

A. Evidence

B. Evidence

C. Evidence

A. Evidence

B. Evidence

C. Evidence

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Chapter 5 - 10

Sequencing the

Message

Direct Approach

(Deductive)

Direct Approach

(Deductive)

Indirect Approach

(Inductive)

Indirect Approach

(Inductive)

Audience Reaction

Audience Reaction

Message Length

Message Type

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Chapter 5 - 11

Structuring the

Message

Main

Idea

Evidence

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Chapter 5 - 12

Message Type

Audience Reaction

Type of Approach

Routine, Good-News or Good Will

Pleased Or Neutral

Direct

Persuasive Uninterested

or Unwilling Indirect Bad News Displeased Indirect

Three Types of Messages

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Chapter 5 - 13

Composing

Business Messages

The Right Style and Tone

Effective Sentences

Coherent Paragraphs

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Chapter 5 - 14

Controlling

Style And Tone

Sentence Structure

and Vocabulary

Conversational

Tone

Plain

English

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Chapter 5 - 15

Choosing the Best Words

Content Words Function

Words Unchanging

Meaning

Mechanical Usage

Denotations Concrete

Words

Connotations

Abstract Words Correct Grammar

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Chapter 5 - 17

Writing Effective

Sentences

Compound

Compound-Complex

Simple

Complex

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Chapter 5 - 18

Writing Coherent

Paragraphs

Topic Sentences

Related Sentences

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Chapter 5 - 19

Frequently Used

Transitions

Additional Detail

Causal Relationship

Comparison

Contrast

Illustration

Time Sequence

Summary

•Moreover, furthermore, in addition

•Therefore, because, since, thus

•Similarly, likewise, still, in comparison

•Whereas, conversely, yet, however

•For example, in particular, in this case

•Formerly, after, meanwhile, sometimes

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Chapter 5 - 20

Paragraph-Development

Methods

•Illustration

•Comparison or Contrast

•Cause and Effect

•Classification

•Problem and Solution

•Give examples to illustrate an idea

•Use similarities and differences

•Focus on reasons for something

•Categorize a general idea

•Pose a problem, offer a solution

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Chapter 5 - 21

Word Processing

Software

_{Numbered Lists}

_{Footnotes and Endnotes} _{Indexes of Terms}

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Chapter 5 - 22

Sending E-Mail

Messages

Getting

Organized

Composing

Messages

Stick to the Point

Make it Easy to Read

Use the Subject Line