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Learning Objectives

Discuss the value of careful revision and list

the main tasks involved in completing a

business message

List four writing techniques for improving

the readability of your messages

Discuss how you can improve the clarity and

conciseness of your writing

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Learning Objectives

Explain how design elements help determine

the effectiveness of your documents

List eight tips for improving message quality

through careful proofreading

Discuss the most important issues to

consider when distributing your message

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Beyond the First Draft

Content

Readability

Clarity

Conciseness

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The Three-Step Process

Writing CompletingPlanning

Analyze Situation

Gather Information

Select Medium

Get Organized

Revise

Produce Message

Proofread Message

Distribute Message

Adapt to

the Audience

Compose

the Message

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Revising the Message

Type of message and choice of media

Content

Clarity

Conciseness

Readability

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Evaluate the Message

Content

Organization Style and tone

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Review for Readability

Flesch-Kincaid Grade Level Score

Flesch Reading Ease Score

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Increasing Skim Value

Sentences

Paragraphs Listed items

Headings

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Vary Sentence Length

Create interest

Promote readability Emphasize points

Enliven your writing

Appeal to readers

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Keep Paragraphs Short

Break up thoughts

Boost readability Emphasize ideas

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Use Lists and Bullets

Show sequence of ideas

Heighten visual impact

Emphasize key points

Simplify complex subjects

Provide visual breaks

Expedite skimming process

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Headings and Subheadings

Descriptive or informative

Organization

Attention

Connection

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Editing for Clarity

Break up overly long sentences

Rewrite hedging sentences Impose parallelism

Correct dangling modifiers

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Editing for Clarity

Reword long noun sequences

Replace camouflaged verbs Clarify sentence structure

Clarify awkward references

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Revising with Technology

Cut and paste

Revision marks Spell checker

Thesaurus

Search/replace

Commenting Grammar check

Style checker

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Producing the Message

Production quality

Effectiveness

Professionalism

Importance

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Design for Readability

Consistency

Balance Restraint

Detail

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Design Techniques

White space

Margins

Justification

Typefaces

Type styles

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Multimedia Documents

Level of skills

Tools

Time and cost

Content

Message structure

Compatibility

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Production Technology

Templates and style sheets

Page setup features

Column and paragraph formatting

Numbered and bulleted lists

Information in tables Photos, images, textboxes, and objects

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Format for Business Letters

Letterhead stationery

Date

Inside address

Salutation

The message

Complimentary close

Signature block

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Format for Memos

Memo title

Headings

The message

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Proofread the Message

Writing errors

Design flaws

Layout problems

Production issues

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Proofreading Advice

Make Multiple Passes Use Perceptual Tricks

Focus on High Priorities Maintain Your Distance

Practice Vigilance Remain Focused

Work With Printouts Take Your Time

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Distributing Messages

Cost concerns

Convenience

Time constraints

Security and privacy