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Writing Business Messages

Writing Business Messages. Analyze Situation. Revise. Adapt to the Audience. Gather Information. Produce. Select Medium. Proofread. Compose the Message. Organize the Information. Distribute. Three-Step Writing Process. Planning. Writing. Completing. Adapting to the Audience.

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Writing Business Messages

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  1. Writing Business Messages

  2. Analyze Situation Revise Adapt to the Audience Gather Information Produce Select Medium Proofread Compose the Message Organize the Information Distribute Three-Step Writing Process Planning Writing Completing

  3. Adapting to the Audience Sensitivity to Audience’s Needs Relationship with Audience Style and Tone

  4. Audience Sensitivity Adopt a “You” Attitude Demonstrate Business Etiquette Emphasize the Positive Use Bias-Free Language

  5. Audience Focus Genuine Empathy Sensitivity to Situations Professionalism Using the “You” Attitude

  6. Practice Courtesy Be Diplomatic Respond Promptly Business Etiquette

  7. Instead of This Instead of This Use This Use This To help us process this order, we must ask for another copy of the requisition. So that your order can be filled promptly, please send another copy of the requisition. You should never use that type of paper in the copy machine. That type of paper doesn’t work very well in the copy machine. Emphasize the Positive

  8. Use Positive Language Instead of This Use This • Failing • Used Cars • Cheap merchandise • Elderly Person • Pimples and Zits • Underperforming • Pre-owned vehicles • Bargain Prices • Senior Citizen • Complexion Problems

  9. Age Gender Disability Race or Ethnicity Bias-Free Language

  10. Adapting to the Audience Sensitivity to Audience’s Needs Relationship with Audience Style and Tone

  11. Build A Strong Audience Relationship Establish Your Credibility Build the Company’s Image

  12. Honesty and Objectivity Audience Awareness Credentials and Expertise Endorsements Confidence and Performance Communication Style Sincerity Establish Your Credibility

  13. Be a Spokesperson • Ask for Assistance • Observe Your Colleagues • Back Company Interests • Follow Company Guidelines Build Company Image

  14. Adapting to the Audience Sensitivity to Audience’s Needs Relationship with Audience Style and Tone

  15. Conversational Tone Plain English Active and Passive Voice Controlling Style And Tone Sentence Structure and Vocabulary

  16. Pompous or Obsolete Language Preaching or Bragging Emotion or Intimacy Humor or Satire Use a Conversational Tone Business Messages Avoid Using Use Carefully

  17. Straightforward Easy to Understand Conversational Writing in Plain English

  18. Direct Indirect Concise Tactful Vigorous Reserved Using the Right Voice Active Voice Passive Voice Object + Verb + Subject The car was rented by Joe. Subject + Verb + Object Joe rented the car. Characteristics Characteristics

  19. Analyze Situation Revise Adapt to the Audience Gather Information Produce Select Medium Proofread Compose the Message Organize the Information Distribute Three-Step Writing Process Planning Writing Completing

  20. Word Choice Sentences Paragraphs Composing the Message

  21. Functional and Content Words Correctness and Suitability Function Words Content Words Unchanging Meaning Concrete Words Connotations Mechanical Usage Denotations Abstract Words

  22. Finding Words That Communicate Well Use Strong Verbs Use Familiar Words Avoid Clichés & Buzzwords Minimize Jargon

  23. Effective Sentences Simple Compound Complex Compound- Complex

  24. Using Sentence Style to Emphasize Key Thoughts • Devoting more words to them • Putting them at the beginning or at the end of the sentence. • Making them the subject of the sentence.

  25. Topic Sentences Support Sentences Transitions Coherent Paragraphs

  26. Paragraph Development Technique Description • Illustration • Comparison/Contrast • Cause and Effect • Classification • Problem and Solution • Use examples for support • Use similarities and differences • Focus on reasons for something • Categorize a general idea • Pose problems, offer solutions

  27. Style Sheets and Templates Endnotes and Footnotes Auto-Completion and Auto-Correction Indexes and Tables of Contents File Merge and Mail Merge Document Wizards Using Technology

  28. THANKYOU

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