©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 5 - 1
Writing
Writing
Business Messages
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 5 - 2
Three-Step Writing
Three-Step Writing
Process
Process
•
Planning
•
Writing
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 5 - 3
Adapt to the Audience
Adapt to the Audience
•
Sensitivity
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 5 - 4
Audience Sensitivity
Audience Sensitivity
•
Adopt a “you” attitude
•
Demonstrate business etiquette
•
Emphasize the positive
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 5 - 5
Using the “You” Attitude
Using the “You” Attitude
•
Focus on your audience
•
Practice genuine empathy
•
Be sensitive to situations
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 5 - 6
The “You” Attitude
The “You” Attitude
•
Instead of this:
To help us process this
order, we must ask for another copy of
the requisition.
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 5 - 7
The “You” Attitude
The “You” Attitude
•
Instead of this:
You should never use
that type of paper in the copier.
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 5 - 8
Business Etiquette
Business Etiquette
•
Practice courtesy
•
Be diplomatic
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 5 - 9
Emphasize the Positive
Emphasize the Positive
•
Instead of this:
– Cheap merchandise
– Toilet paper
– Used cars
– High-calorie foods
– Elderly person
– Pimples and zits
•
Use this:
– Bargain prices
– Bathroom tissue
– Resale cars
– High-energy food
– Senior citizen
– Complexion
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 5 - 10
Bias-Free Language
Bias-Free Language
•
Age
•
Gender
•
Disability
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 5 - 11
Build Audience
Build Audience
Relationships
Relationships
•
Establish your credibility
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 5 - 12
Establish Your Credibility
Establish Your Credibility
•
Honesty and objectivity
•
Awareness of audience needs
•
Credentials, knowledge, expertise
•
Endorsements
•
Confidence and performance
•
Communication style
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 5 - 13
Build Company Image
Build Company Image
•
Be a spokesperson
•
Promote company interests
•
Follow company guidelines
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 5 - 14
Controlling Style and
Controlling Style and
Tone
Tone
•
Use a conversational tone
•
Write in plain English
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 5 - 15
Use a Conversational
Use a Conversational
Tone
Tone
•
Business messages
–
Avoid obsolete or pompous language
–
Avoid preaching or bragging
–
Be careful with intimacy
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 5 - 16
Write in Plain English
Write in Plain English
•
Straightforward
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 5 - 17
Use the Right Voice
Use the Right Voice
•
Active voice
–
Subject + verb + object
•
Passive voice
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 5 - 18
Composing the Message
Composing the Message
•
Choosing strong words
•
Writing effective sentences
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 5 - 19
Functional and Content
Functional and Content
Words
Words
•
Correctness
•
Suitability
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 5 - 20
Finding Words
Finding Words
that Communicate Well
that Communicate Well
•
Select powerful words
•
Choose familiar words
•
Avoid clichés and buzzwords
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 5 - 21
Effective Sentences
Effective Sentences
•
Simple
•
Compound
•
Complex
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 5 - 22
Coherent Unified
Coherent Unified
Paragraphs
Paragraphs
•
Paragraph elements
–
Topic sentence
–
Support sentences
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 5 - 23
Paragraph Development
Paragraph Development
•
Illustration
•
Comparison and contrast
•
Cause and effect
•
Classification
©
Prentice Hall , 2008
Business Communicat ion Today, 9e
Chapter 5 - 24
Using Technology
Using Technology
•
Style sheets and templates
•
Autocompletion and autocorrection
•
File merge and mail merge
•
Endnotes, footnotes, indexes and
tables of contents
