Chapter 4 Preparing Spoken and Written Messages

1. Chapter 4 Preparing Spoken and Written Messages

2. Objectives • Apply techniques for developing effective sentences and unified and coherent paragraphs • Identify factors affecting readability and revise messages to improve readability • Prepare visually appealing documents that grab the receiver’s attention and increase comprehension • Revise and proofread a message for content, organization, and style; mechanics; and format and layout

3. Chapter 4 Lecture Slide Planning and Preparing Messages Step 4 Organize the message Step 5 Prepare the first draft Step 6 Revise and proofread for accuracy and desired impact

4. Craft Powerful Sentences • Use correct sentence structure • Review pp. 127-129 • Review Appendix C • Rely on active voice • Review pp. 128-129 • Emphasize important ideas • Review pp. 129-131

5. Chapter 4 Punctuating Compound Sentences Coordinate Conjunctions —AND, BUT, SO Require only a comma to link independent clauses The contract was approved, but the work was not completed. Susan was upset, so she left her job. Adverbial Conjunctions —THEREFORE, HOWEVER, NEVERTHELESS Require a semicolon and a comma to link independent clauses The contract was approved; however, the work was not completed. Susan was upset; therefore, she left her job. Omitted Conjunctions Require a semicolon to link independent clauses The contract was approved; the work was not completed. Susan was upset; she left her job.

6. Chapter 4 Developing Coherent Paragraphs • Develop deductive and inductive paragraphs consistently • Link ideas to achieve coherence • Keep paragraphs unified • Vary sentence and paragraph length

7. Developing Coherent Paragraphs • Position the topic sentence appropriately • Topic sentence-one sentence that identifies the central idea • Deductive-topic sentence precedes details • Inductive-topic sentence follow details

8. Developing Coherent Paragraphs • Link ideas to achieve coherence • Each sentence is in some way “linked” to the preceding sentences

9. Developing Coherent Paragraphs • Techniques • Repeat a word from the preceding sentence • Use a pronoun that represents a noun used in the preceding sentence • …to take responsibility. It can be shared • Use connecting words • However, therefore, yet, nevertheless, in addition • “He wanted to on vacation. However, he had to complete his work.”

10. Developing Coherent Paragraphs • Keep paragraphs unified • Receivers expect the first paragraph to introduce a topic • Additional paragraphs discuss the topic • A final paragraph tie them together • In-between paragraphs should be arranged in a systematic sequence

11. Developing Coherent Paragraphs • Vary sentence and paragraph length • Short or average length are preferred • 8-10 lines • Keeping all sentences the same length is undesirable Figure 4-1

12. Chapter 4 Lecture Slide Planning and Preparing Messages Step 4 Organize the message Step 5 Prepare the first draft Step 6 Revise and proofread for accuracy and desired impact • Improve readability • Assess reading level to adjust to receiver’s needs • Use grammar checkers to calculate readability, locate grammatical errors, and improve writing style • Apply visual enhancements to design appealing documents that are easy to read • Revise and proofread using systematic procedures

13. Chapter 4 Lecture Slide Desirable readability index for business writing 8–11 grade Factors Affecting Readability • Difficulty of words • Sentence length

14. Revise and Proofread • Use grammar checkers to improve readability • Select the checking style (casual, standard, formal, or technical) • Apply visual enhancements • Highlight important information • Use only when they aid comprehension

15. Revise and Proofread • Use enumerations to emphasize units in a series • Bullets usually desired • Use numbers or letter if the series is critical (steps)

16. Revise and Proofread • Headings • Signpost that direct the receiver from one section to another • Major headings • Subheadings • Tables and graphs clarify information • Lines and borders can focus attention

17. Chapter 4 Lecture Slide Procedures for Proofreading • Use spell check to locate keying errors and repeated words • Print a draft of the document • Proofread several times 1st for content, organization, and style 2nd for mechanical errors 3rd if document is non-routine or complex • Edit for format and layout • Print on high-quality paper

18. Chapter 4 Cultivate a Frame of Mind for Effective Revising and Proofreading • Attempt to see things from your audience’s perspective rather than from your own • Revise documents until you cannot see further improvements • Allow others to make suggestions for improving your writing

19. Chapter 4 Tips for Writing Effectively at the Computer • Hone computer skills by continuing to learn new features that improve efficiency • Use physical appearance of documents to help organize and present ideas • Integrate the thinking and writing processes • Use spell check, thesaurus, and grammar checker • Mark needed corrections on printed copy and reprintin final form

20. Summary • Apply techniques for developing effective sentences and unified coherent paragraphs • Identify factors affecting readability and revise sentences to improve readability • Prepare visually appealing documents that grab the receiver’s attention and increase comprehension • Revise and proofread a message for content, organization, style, mechanics, format, and layout