Chapter 6

Chapter 6Chapter 6

Organizing and Organizing and Writing Business Writing Business

MessagesMessages

Mary Ellen Guffey, Business Communication: Process and Product, 5e

Copyright © 2006

Ch. 6, Slide 2


Formal Research MethodsFormal Research Methods

• Access electronically – Internet, databases, CD-ROMs

• Search manually – books, articles, and other secondary sources

• Investigate primary sources – interviews, surveys, focus groups

• Experiment scientifically – tests with experimental and control groups

Ch. 6, Slide 3


Informal Research and Informal Research and Idea GenerationIdea Generation

• Look in office files.

• Talk with your boss.

• Interview the target audience.

• Conduct an informal survey.

• Brainstorm for ideas.

• Develop a cluster diagram.

Ch. 6, Slide 4


Using a Cluster Diagram Using a Cluster Diagram toto

Generate IdeasGenerate Ideas1. In the center of a clean sheet of paper,

write your topic name and circle it.

2. Around the circle, record any topic ideas that pop into your mind.

3. Circle each separate area.

4. Avoid censoring ideas.

5. If ideas seem related, join them with lines; don’t spend time on organization just yet.

Ch. 6, Slide 5


Organizing DataOrganizing Data

• Listing and outlining

• Grouping ideas into patterns.• Direct pattern for receptive audiences• Indirect pattern for unreceptive audiences

Ch. 6, Slide 6


Organizing Cluster Organizing Cluster Diagram Ideas Into Diagram Ideas Into

SubclustersSubclusters

• Analyze the idea generated in the original cluster diagram.

• Cross out ideas that are obviously irrelevant; simplify and clarify.

• Add new ideas that seem appropriate.

• Study the ideas for similarities.

Tips

Ch. 6, Slide 7


• Group similar ideas into classifications (such as Purpose, Content, Development, and Form).

• If the organization seems clear at this point, prepare an outline.

• For further visualization, make subcluster circles around each classification.

Organizing Cluster Organizing Cluster Diagram Ideas Into Diagram Ideas Into

SubclustersSubclusters Tips

Ch. 6, Slide 8


Audience Response Audience Response Determines Pattern of Determines Pattern of

OrganizationOrganizationIf pleased If neutral

DIRECT PATTERN

Good News orMain Idea

If mildly interested

Ch. 6, Slide 9


Audience Response Audience Response Determines Pattern of Determines Pattern of

OrganizationOrganizationIf unwilling oruninterested

If hostile

INDIRECT PATTERN

If displeased ordisappointed

Bad News orMain Idea

Ch. 6, Slide 10


ComposingComposing

Ch. 6, Slide 11


Creating Effective Creating Effective SentencesSentences

• Recognize phrases and clauses.• Use short sentences.• Emphasize important ideas.• Use the active voice for most

sentences.• Use the passive voice to deemphasize

the performer and/or to be tactful.• Avoid dangling and misplaced

modifiers.

Ch. 6, Slide 12


Recognizing Phrases Recognizing Phrases and Clausesand Clauses

• Clauses have subjects and verbs; phrases do not.

• Independent clauses are complete; dependent clauses are not.

• Phrases and dependent clauses cannot function as sentences.

• Independent Clause: They were eating cold pizza.• Dependent Clause: that they want to return for a refund• Phrase: to return for a refund

Ch. 6, Slide 13


Using Short SentencesUsing Short Sentences

Sentence Length8 words

15 words

19 words

28 words

Comprehension Rate100%

90%

80%

50%

Source: American Press Institute

Ch. 6, Slide 14


Emphasizing Important Emphasizing Important IdeasIdeas

• Position the most important idea at the beginning of the sentence.

• Make sure the most important idea is the subject of the sentence.

• Place the main idea in a short sentence.

Ch. 6, Slide 15


Use the Active Voice forUse the Active Voice forMost SentencesMost Sentences

• Active voice: We lost money.

• Active voice: I sent the e-mail message yesterday.

(The subject is the performer.)

Ch. 6, Slide 16


Use the Passive Voice To Use the Passive Voice To Deemphasize the Deemphasize the

Performer and/or To Be Performer and/or To Be TactfulTactful

• Passive voice: Money was lost (by us).

• Passive voice: The e-mail message was sent yesterday (by me).

(Passive voice test: Ask “By whom?” If you can fill in the performer, the verb is probably in the passive voice.)

Ch. 6, Slide 17


Avoid Dangling Avoid Dangling ModifiersModifiers

• Dangling modifier: To be hired, an application must be completed.

Revision: To be hired, you must complete an application.

Revision: To be hired, fill out an application. (In the last example, you is understood to be the subject of fill.)

Ch. 6, Slide 18


Avoid Misplaced Avoid Misplaced ModifiersModifiers

• Misplaced modifier: The patient was referred to a psychiatrist with a severe emotional problem.

Revision: The patient with a severe emotional problem was referred to a psychiatrist.

Ch. 6, Slide 19


Effective ParagraphsEffective Paragraphs

Ch. 6, Slide 20


• Drafting effective paragraphs• Discuss only one topic in each paragraph.

• Arrange sentences in a strategic plan.

• Link ideas to build coherence.

• Use transitional expressions for coherence.

• Compose short paragraphs for effective business messages.


Ch. 6, Slide 21


• Discussing only one topic in each paragraph

• Group similar ideas together.

• Start a new paragraph for each new topic.


Ch. 6, Slide 22


• Direct Plan: main sentence followed by supporting sentences (for defining, classifying, illustrating, and describing ideas)

• Pivoting Plan: limiting sentences, main sentence, supporting sentences (for comparing and contrasting)

• Arranging Sentences in a Strategic Plan


Ch. 6, Slide 23


• Indirect Plan: supporting sentences, main sentence (for describing causes followed by effects)

• Arranging Sentences in a Strategic Plan


Ch. 6, Slide 24


• Linking ideas to build coherence• Sustain the key idea by repeating or

rephrasing it.

• Use a pronoun (. . . to fulfill three goals. They are . . .).

• Dovetail sentences. Connect the beginning of each new sentence with a word from the end of the previous sentence (. . . to hire new employees. These employees . . .).


Ch. 6, Slide 25


• Using transitional expressions for coherence

• Recommended expressions:• additionally

• also

• as a result

• for example

• in other words

• therefore


Ch. 6, Slide 26


Document for AnalysisDocument for AnalysisRevisionRevision

Activity 6.1Activity 6.1

Ch. 6, Slide 27


To: All Southeast Division Employees

To help you make better hardware and software selections that benefit you and the Southeast Division, the Systems Development Department has developed three steps we'd like you to follow in making any future purchases.

1. Contact SDD when you begin your search for hardwareor software. Our staff is very knowledgeable about personal

computers, word processing programs, and other software. As a result, we can provide you with invaluable assistance in making the best selection for your needs at the best possible prices.

To: All Southeast Division Employees

To help you make better hardware and software selections that benefit you and the Southeast Division, the Systems Development Department has developed three steps we'd like you to follow in making any future purchases.

1. Contact SDD when you begin your search for hardwareor software. Our staff is very knowledgeable about personal

computers, word processing programs, and other software. As a result, we can provide you with invaluable assistance in making the best selection for your needs at the best possible prices.

Activity 6.1

Ch. 6, Slide 28


2. Present a written proposal and a purchase request form for approval. The proposal must establish the need for computer

equipment and analyze the benefits resulting from thepurchase. Also include an itemized statement of costs for allproposed hardware and software.

3. Coordinate all future purchases with SDD. After yourequipment or software arrives, be sure to continue toschedule all purchases through SDD. In this way, we canhelp maintain compatibility; your computer can "talk" with

those of your colleagues in the division. We can also help you develop a library of resources to share.

2. Present a written proposal and a purchase request form for approval. The proposal must establish the need for computer

equipment and analyze the benefits resulting from thepurchase. Also include an itemized statement of costs for allproposed hardware and software.

3. Coordinate all future purchases with SDD. After yourequipment or software arrives, be sure to continue toschedule all purchases through SDD. In this way, we canhelp maintain compatibility; your computer can "talk" with

those of your colleagues in the division. We can also help you develop a library of resources to share.

Activity 6.1

Ch. 6, Slide 29


If you follow these three steps, we'll all benefit from acoordinated purchase effort. Call me at X466 if you have anyquestions.

If you follow these three steps, we'll all benefit from acoordinated purchase effort. Call me at X466 if you have anyquestions.

Activity 6.1

Ch. 6, Slide 30


Organizing Data OutlineOrganizing Data OutlineActivity 6.2Activity 6.2

I.Before purchase

II.Purchase authorization

III.After purchase

Ch. 6, Slide 31


A. Let us help you make a decision.

B. Our knowledgeable staff is available for consultation.

C. We know personal computers, word processing

programs, and other software.

I. Before purchaseI. Before purchaseActivity 6.2

Ch. 6, Slide 32


II. Purchase II. Purchase authorizationauthorization

A. Present written proposal. 1. Describe need for equipment.

2. Analyze benefits resulting from purchase.

3. Itemize costs for all hardware and software.

B. Prepare purchase request form for approval.

Activity 6.2

Ch. 6, Slide 33


III. After purchaseIII. After purchaseA. Coordinate all future hardware

and software purchases to facilitate compatibility.

1. Allows computers to “talk” to each other.

2. Develops a library of resources for the entire division.

Activity 6.2

Ch. 6, Slide 34


EndEnd

Chapter 6

Technology

Transcript of Chapter 6