Business communication developing leaders for a network world 2nd CHAPTER 6

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Business communication developing leaders for a network world 2nd CHAPTER 6

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Improving Readability with Style and Design 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 Provide All Relevant Information The key to providing all but only relevant information is to plan, write, and review your message strategically Repeatedly asking yourself what information is necessary for the purpose of your message will help you accomplish this © 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 6-2 Be Accurate Accuracy, like specificity, strongly impacts your readers’ perceptions of your credibility Just one inaccurate statement can lead readers to dismiss your entire message and lower their trust in your future communications as well © 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 6-3 Being Accurate © 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 6-4 Be Specific The more specific you are, the more likely your readers are to have their questions answered If you are not specific, your readers may become impatient and begin scanning and skimming for the information they want © 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 6-5 Being Specific © 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 6-6 Improving Ease of Reading with Conciseness Control paragraph length Use short sentences Avoid empty phrases Avoid redundancy Avoid wordy prepositional phrases © 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 6-7 Control Paragraph Length Long paragraphs can signal disorganization and even disrespect for the reader’s time Typically, paragraphs should contain 40 to 80 words For routine messages, paragraphs as short as 20 to 30 words are common and appropriate © 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 6-8 Controlling Paragraph Length © 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 6-9 Use Short Sentences in Most Cases Short sentences allow your readers to comprehend your ideas more easily For routine messages, aim for average sentence length of 15 or fewer words © 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 6-10 Add Headings for Visual Impact and Readability We We need need to to discuss discuss aa number number of of topics topics at at our our next next meeting: meeting: Budget Budget Come Come prepared prepared to to discuss discuss our our expense expense requests requests Schedule Schedule Who Who will will be be taking taking vacations vacations or or leaves? leaves? Hiring Hiring Soon Soon we we must must begin begin the the hiring hiring process process to to replace replace Matt Matt Highlight Key Words and Phrases When you want to highlight ideas or phrases, consider using bold , italics , or underlining to draw and keep your readers’ attention If you use too much special formatting, your main ideas will not stand out © 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 6-33 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 Applying Formatting to Key Words and Phrases © 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 6-35 Using Bulleted and Numbered Lists © 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 6-36 Use Numbered Lists for High “Skim Value” Follow Follow these these steps steps to to archive archive aa document: document: Select Select the the document document Select Select aa folder folder Provide Provide aa file file name name Click Click “Save.” “Save.” Use Bulleted Lists for High “Skim Value” Consumers Consumers expect expect the the following following information information at at product product Web Web sites: sites: • • • • Price Price Quality Quality Performance Performance Availability Availability Improving Ease of Reading with Navigational Design Your primary goal for document design is making your message easy to navigate © 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 6-39 Reviewing Your Message Conduct a FAIR Test Proofread Get Feedback © 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 6-40 Reviewing Your Message Get Feedback © 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 6-41 Conduct a FAIR Test Facts Are you confident in your facts? Are your assumptions clear? Access Have you granted enough access to message recipients about decision making and information? Have you granted enough access to the message recipients to provide input? © 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 6-42 Conduct a FAIR Test Impacts Have you thought about how the message will impact various stakeholders? Respect Have you demonstrated respect for the inherent worth of others: their aspirations, thoughts, feelings, and well-being? © 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 6-43 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 Is Message Complete? The Six Journalists’ Questions Who? What? When? Where? Why? How? © 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 6-46 ... Language Using parallel language means that you apply a consistent grammatical pattern across a sentence or paragraph Parallelism is most important when you use series or lists © 20 16 by McGraw-Hill... part 6- 7 Control Paragraph Length Long paragraphs can signal disorganization and even disrespect for the reader’s time Typically, paragraphs should contain 40 to 80 words For routine messages,... messages, paragraphs as short as 20 to 30 words are common and appropriate © 20 16 by McGraw-Hill Education This is proprietary material solely for authorized instructor use Not authorized for sale or

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  • Slide 1

  • Provide All Relevant Information

  • Be Accurate

  • Being Accurate

  • Be Specific

  • Being Specific

  • Improving Ease of Reading with Conciseness

  • Control Paragraph Length

  • Controlling Paragraph Length

  • Use Short Sentences in Most Cases

  • Using Short Sentences

  • Avoiding Redundancy

  • Avoiding Empty Phrases

  • Avoid Wordy Prepositional Phrases

  • Avoiding Wordy Prepositional Phrases

  • Improving Ease of Reading with Natural Style

  • Use Action Verbs When Possible

  • Using Action Verbs

  • Use Active Voice

  • Use Active Voice

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