Creating Effective Business Messages Chapter © 2016 by McGraw-Hill Education This is proprietary material solely for authorized instructor use Not authorized for sale or distribution in any manner This document may not be copied, scanned, duplicated, forwarded, distributed, or posted on a website, in whole or part The Process for Creating Business Messages Writing effective business messages involves a process—one that involves examining, developing, and refining business ideas in a way that provides to your audience It drives collaboration and productivity in your work relationships 5-2 The Process for Creating Business Messages Plan Draf Review 5-3 The Stages and Goals of Effective Message Creation 5-4 The Stages and Goals of Effective Message Creation 5-5 The Stages and Goals of Effective Message Creation 5-6 The Process for Creating Business Messages Expert writers are more likely to analyze the needs of the audience, generate the best ideas to tackle a problem, and identify the primary message and key points before starting a formal draft of a business message 5-7 Time Spent by Poor, Average, and Expert Writers Developing a Complete Business Message Figure 5.2 5-8 The Process for Creating Business Messages 5-9 The Process for Creating Business Messages 5-10 Apply Graphic Highlighting • • • • Letters, such as (a) and (b) within the text Numerals, such as 1, 2, and 3, listed vertically Headings and bullets Font type and size – CAPITAL LETTERS – Underscores – Boldface – Italics Use Numbered Lists for High “Skim Value” Follow these steps to archive a document: Select the document Select a folder Provide a file name Click “Save.” Use Bulleted Lists for High “Skim Value” Consumers expect the following information at product Web sites: • Price • Quality • Performance • Availability A Word of Caution Don’t overdo graphic highlighting! Too much emphasis leads to busy-looking documents, clutter, and confusion To be safe, use no more than three highlighting elements on a single page The Business Writing Process Evaluating The Business Writing Process Did you encourage feedback so that you will know it is a success? How successful will this communication be? Does the message say what you want it to say? The Business Writing Process Proofreading Proofreading: What to Watch for Spelling Grammar Format Proofreading Names and Numbers Punctuation How to Proofread Routine Documents  For computer messages, print a rough copy to read  Look for typos, misspellings, and easily confused words  Watch for inconsistencies and ambiguous expressions  Check for factual errors How to Proofread Complex Documents     Print a copy, preferably double-spaced Set it aside and take a breather Allow adequate time for careful proofing Expect errors Congratulate, not criticize, yourself each time you find a mistake!  Read the message at least twice—for meaning and for grammar/mechanics  Reduce your reading speed Focus on individual words Basic Proofreading Marks Delete Capitalize Lowercase (don’t capitalize) Transpose Close up Basic Proofreading Marks Insert Insert space Insert punctuation Insert period Start paragraph Unmarked Copy This This isis to to inform inform you you that that beginning beginning september september 11 the the doors doors leading leading to to the the Westside Westside of of the the building building will will have have alarms alarms Because Because of of the the fact fact that that these these exits exits also also function function as as fire fire exits exits they they can can not not actually actually be be locked locked consequently consequently we we are are instaling instaling alrams alrams Please Please utilize utilize the the east east side side exists exists to to avoid avoid setting setting off off the the ear ear piercing piercing alarms alarms Marked Copy This This isis to to inform inform you you that that beginning beginning september september 11 the the doors doors leading leading to to the the Westside Westside of of the the building building will will have have alarms alarms doors Because Because of of the the fact fact that that these these exits exits also also function function as as fire fire exits exits they they can can not not actually actually l be be locked locked consequently consequently we we are are instaling instaling use alrams Please alrams Please utilize utilize the the east east side side exists exists to to avoid avoid setting setting off off the the ear ear piercing piercing alarms alarms Revised Copy Beginning Beginning September September 11 the the doors doors leading leading to to the the west west side side of of the the building building will will have have alarms alarms Because Because these these doors doors also also function function as as fire fire exits, exits, they they cannot cannot be be locked; locked; consequently, consequently, we we are are installing installing alarms alarms Please Please use use the the east east side side exits exits to to avoid avoid setting setting off off the the ear-piercing ear-piercing alarms alarms ... Argument and Related Paragraph Structure Figure 5. 5 5- 28 Typical Deductive Framework for a Business Argument and Related Paragraph Structure Figure 5. 5 5- 29 Logical Inconsistencies 5- 30 Setting... the audience, generate the best ideas to tackle a problem, and identify the primary message and key points before starting a formal draft of a business message 5- 7 Time Spent by Poor, Average, and... dress and communication style  Attend a lot of meetings to get to know as many colleagues as possible  Create a professional blog about a niche area 5- 18 The Process for Creating Business Messages