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Writing Business Messages

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

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Writing Business Messages

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  1. Writing Business Messages

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

  3. Adapt to the Audience • Be sensitive to audience’s needs • Build strong relationships • Control style and tone

  4. Audience Sensitivity • Adopt a “you” attitude • Demonstrate business etiquette • Emphasize the positive • Use bias-free language

  5. The “You” Attitude • Speaking and writing for an audience • Wishes • Interests • Hopes • Preferences

  6. Business Etiquette • Show respect • Be courteous • Use diplomacy

  7. Emphasize the Positive • Avoid negativity • Stress benefits • Use euphemisms

  8. Use Bias-Free Language • Age • Gender • Disability • Race or ethnicity

  9. Audience Relationships • Establish your credibility • Build the company’s image

  10. Honesty Awareness Endorsements Confidence Objectivity Credentials Performance Sincerity Establish Your Credibility

  11. Project Company’s Image • Be a spokesperson • Follow guidelines • Observe colleagues

  12. Controlling Style and Tone • Use a conversational tone • Write in plain English • Select active or passive voice

  13. Conversational Tone • Avoid using obsolete language • Avoid preaching or bragging • Control emotions and intimacy • Use humor or satire carefully

  14. Writing in Plain English • Straightforward • Understandable • Conversational

  15. Using the Right Voice • Active voice (subject-verb-object) • Direct • Concise • Vigorous • Passive voice (subject-verb-object) • Indirect • Tactful • Reserved

  16. Composing the Message • Word choice • Sentences • Paragraphs

  17. Choose Strong Words • Correct • Effective • Abstract • Concrete

  18. Communicate Effectively • Select powerful words • Choose familiar words • Avoid clichés • Minimize jargon

  19. Write Effective Sentences • Choose the type of sentence • Emphasize key thoughts

  20. Craft Good Paragraphs • Topic sentence • Support sentences • Transitional elements

  21. Paragraph Development • Illustration • Comparison and contrast • Cause and effect • Classification • Problem and solution

  22. Using Technology • Style sheets and templates • Auto-completion or auto-correction • File or mail merge • Endnotes and footnotes • Indexes and tables of contents • Document wizards

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