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Mastering Message Editing Techniques for Effective Communication

Learn about indirect and direct messages, importance of introductions and conclusions, and the three parts of editing. Discover tips for structuring and emphasizing your message effectively to engage your audience. Understand the significance of content, style, and readability in editing for clear communication.

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Mastering Message Editing Techniques for Effective Communication

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  1. Lecture 6 Editing your message

  2. Last Week • We discussed prewriting: • Gathering • Organizing • Focusing

  3. LAST WEEK • We discussed writing: • Drafting • Editing

  4. Today • Learn about indirect and direct messages • The importance of the introduction and conclusion • The three parts of editing: • Editing for Content • Editing for Style • Editing for Readability

  5. To Begin • Communication Strategy: Message Structure

  6. Message Structure • Thoughts can be random. • Our Message should not be

  7. Emphasis • Your emphasis is the strongest point of your message. • We must learn how to emphasize the important points.

  8. Emphasis • Audience Memory Curve. • When is the Audience most interested?

  9. Emphasis • Lesson: • Most interested at the beginning and at the end.

  10. Emphasis • Lesson: • We must state important points either at the beginning or end (or both!)

  11. Emphasis • Lesson: • Don’t bury good ideas in the middle!!!

  12. Emphasis • Direct Approach: main ideas at beginning • Indirect: Main ideas at end

  13. Direct Approach • I really like my BUS 100 Class • It is fun • It is interesting • It is cool

  14. Direct Approach I need to shower. • I am dirty • I have a date • I have not showered in a week

  15. INDirect Approach • BUS 100 is fun • It is interesting • It is cool Therefore, I really like my BUS 100 Class

  16. Indirect Approach • I am dirty • I have a date • I have not showered in a week • Therefore, I need to shower.

  17. What to use? • Use the direct approach: • It makes things easier to understand. • Is audience centered • Saves time

  18. What to use? • Rarely use the indirect approach. Only if: • The message is sensitive • The message is negative.

  19. Editing • Summary: Most important part of message: • Beginning • Ending

  20. Editing • In Writing: • Introduction - opening • Conclusion - closing

  21. Editing • In Writing: • Introduction • Conclusion

  22. Introduction • Page 62 • Why is it important? • What does it do?

  23. Introduction • Builds reader interest • Explains why you are writing • Gives a preview of the message/report

  24. Introduction • Build Reader interest: • Refer to an existing situation: • As you know... • As we discussed... • As you requested • As desired...

  25. Introduction • Build Reader interest: • Refer to shared ideas • We must improve our standards • Our company has to... • This company is... • We must...

  26. Introduction • Explain purpose for writing. • Answer the question. Why am I writing?

  27. Introduction • This report shows... • I am writing because... • This message is to... • This will explain

  28. Introduction • Reader must know why you are writing!

  29. Introduction • Provides a preview – explains how message is organized

  30. Introduction • Preview: • This message covers all new steps in the procedure • This message is organized in three sections (1) ...... (2)..... and (3).....

  31. Introduction • Builds reader interest • Explains why you are writing • Gives a preview of the message/report

  32. Conclusion • Also called “Closing” • Feedback – what will I do next? • And/or • What next? – what should you do?

  33. Conclusion • Feedback: • I will call you next week • I will see you on Thursday • I will email you more info

  34. Conclusion • What next? • Please send any questions • Please contact me • Please respond by January 20

  35. Conclusion • Goodbye! • Include a polite goodbye, to make the reader end with good feelings

  36. Conclusion • Goodbye! • I look forward to seeing you • I look forward to working for you • I look forward to talking to

  37. Conclusion • Never: • Introduce a new topic • End too quickly

  38. Intro/Conclusion • We will revisit these topics later this week

  39. Editing • Think of editing as having 3 parts: • For content • For readability • For style

  40. Editing • Think of editing as having 3 parts: • For content • For readability • For style

  41. Content • Editing follows Drafting in our writing process • Print out your draft and begin editing • The three steps of editing need not be done in order

  42. Content • To start, review the five communication strategies. Be sure the message is saying what you want it to.

  43. Content • Sell? Tell? • Audience Appropriate? • Right Channel? • Etc.

  44. Content • Read the paper: • Are the right main points there? • Give to a friend. • Read out loud

  45. Content • Shorten: • Remove any unnecessary info. • Remember: in Business there is not much time

  46. Content-Summary • Print a copy • Review Communication Strategies • Have a friend read it • Shorten the paper

  47. Editing • Think of editing as having 3 parts: • For content • For readability • For style

  48. readability • Business writing needs to be short, clear, and direct • Here are a few tips and examples to help you improve you writing and make it more clear

  49. readability • Avoid wordiness • Use as few words as you can • Say as much as you can with as few words as possible

  50. readability • Bad: Too long • He is good in terms of basketball ability and skill • Good: short and clear • He plays basketball well.

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