Lecture Business communication design - Chapter 8: Business writing design

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Lecture Business communication design - Chapter 8: Business writing design

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The topics discussed in Chapter 8 are business writing design. This chapter includes contents: The writing process, business writing style, designing memos and letters, writing collaboratively, designing e-mail messages.

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Nội dung Text: Lecture Business communication design - Chapter 8: Business writing design

  1. 2/e P P T ©2007 by the McGraw­Hill Companies, Inc. All rights reserved.
  2. 8 Business Writing Design ©2007 by the McGraw­Hill Companies, Inc. All rights reserved. McGraw­Hill/Irwin
  3. Thinking through the Written Design Warren Buffet uses a clear and down- to-earth writing style that really engages readers of his Berkshire Hathaway’s annual report. © Eric Francis/Getty Images     3
  4. The Writing Process 1. Generating ideas and prewriting  Freewriting ◦ process of writing all the message ideas that come into your mind nonstop without lifting your pen or pausing at the computer  Listing ◦ composing a list of all the things that need to go into the document you plan to write  Clustering ◦ determining the relationships among the ideas of a message     4
  5. The Writing Process FIGURE 8.1 Clustering     5
  6. The Writing Process 2. Writing • Gathering information • Considering strategy  Direct strategy ◦ states the message goal first  Indirect strategy ◦ warms up the audience with information and goodwill before delivering the message goal     6
  7. The Writing Process 2. Writing (continued) • Outlining and drafting  Outline ◦ structured list of the information to be included in the message  Drafting ◦ writing the first version of text on paper or computer screen  Accumulative  Relational     7
  8. The Writing Process 3. Revising and redrafting •  Revising ◦ re-vision, looking at the document as if you had never seen it before •  Re-outlining ◦ writing a new outline based on the original document you wrote •  Slash and burn ◦ total revision strategy in which you select certain points of a document and then rewrite it using only those points from the original work 4. Editing and proofreading     8
  9. The Writing Process FIGURE 8.2 Slash and Burn     9
  10. Business Writing Style Business writing focuses on the audience and how they will interpret and respond to the message.     10 © Ryan McVay/Getty Images
  11. Business Writing Style • The “You” View  “You” view ◦ writing that is focused on the interests of readers • How Do I Know My Message Has the “You” View? • The “You” View Builds Good Public Relations     11
  12. Business Writing Style • Should I Always Use the “You” View? • Positive Expression and Reader Benefits     12
  13. Business Writing Style • Active Sentences and Concrete Language     13
  14. Business Writing Style • Active Sentences and Concrete Language (continued)     14
  15. Business Writing Style • Active Sentences and Concrete Language (continued) • Grammatical Correctness     15
  16. Designing Memos and Letters FIGURE 8.3 Components of Letters and Memos     16
  17. Designing Memos and Letters • Introduction • Body • Closing • Formatting  Margins  Font  Justification     17
  18. Designing Memos and Letters   Memos ◦ internal, written channel of communication TO: Marion King, CEO, Industrial Enterprises FROM: Justin Potter, Marketing Director JP. DATE: March 1, 2004 SUBJECT: Productivity statistics for fourth-quarter 2003 • Sample Memos     18
  19. Designing Memos and Letters   Letters ◦ typically an external, written channel of communication  Letterhead stationery or sender’s address  Date  Recipient’s address  Salutation: terms of address mixed/open punctuation styles  Subject line  Body  Complimentary close  Addenda • Sample Letter     19
  20. Designing Memos and Letters • Using Bias-Free Language Don’t Use  Trish was very abrupt at the meeting—she must have her period.  The salesman will show you a sample.  I can’t locate our waitress.  The black lady, who was our lead engineer, took a job at another company.  This project will require a lot of manpower.  He’s just a loud Italian!  We have another person in our legal department, and she’s gay.  Bill is the old guy that sits near the window.  We hire handicapped people.     20


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