Essentials of Business Communication

© 2007 Thomson South-Western

Instructor Only Version

CHAPTER 3CHAPTER 3

Improving Writing

Techniques

Chapter 3, Slide 2Mary Ellen Guffey, Essentials of Business Communication, 7e

The Writing ProcessThe Writing Process


Formal Research Methods for Formal Research Methods for Gathering InformationGathering Information

Search manually (books, magazines, journals).

Access electronically (Internet, databases, compact discs).

Go to the source (interviews, surveys, questionnaires, focus groups).

Conduct scientific experiments (measure variables using control groups).


Informal Research Methods for Informal Research Methods for Gathering InformationGathering Information

Look in organization files.

Talk with your boss. Interview the target

audience. Conduct an informal

survey. Brainstorm for ideas.


Formatfor anOutline


Tips for Making Outlines


OrganizingOrganizingBusinessBusinessMessagesMessages


DIRECT STRATEGYDIRECT STRATEGY

Main idea comesfirst followed by

details and explanations

Main idea comesfirst followed by

details and explanations



OrganizingOrganizingBusinessBusinessMessagesMessages INDIRECT STRATEGYINDIRECT STRATEGY

Explanation precedes main idea

Explanation precedes main idea


AdvantagesAdvantagesAdvantagesAdvantages

DIRECT STRATEGYDIRECT

STRATEGY

Saves reader’s time Sets a proper frame of mind Prevents frustration Appears businesslike

INDIRECT STRATEGYINDIRECT STRATEGY

Respects feelings of audience Encourages a fair hearing Minimizes a negative reaction


Useful WhenUseful WhenUseful WhenUseful When

DIRECT STRATEGYDIRECT

STRATEGY

Receiver is receptive Receiver requires no education

about topic Message is routine

INDIRECT STRATEGYINDIRECT STRATEGY

Receiver may be upset Receiver may be hostile Receiver must be persuaded or

educated Message is sensitive


Effective Sentences

subject verb

Employees send many e-mail messages.

CompleteSentences PhrasesClauses

Complete sentences have subjects and verbs and make sense

(are capable of standing alone).


Clauses also have subjects and verbs. Independent clauses can stand alone. Dependent clauses rely on independent

clauses for their meaning.


dependent clause independent clauseWhen you speak, you reveal yourself.


Phrases are groups of relatedwords without subjects and verbs.


phrase phrase

In the afternoon, I work at the mall.


Fragment

Even though the pay was low. Many candidates

applied.

Revision:Even though the pay was low, many candidates applied.

Avoidsentence

fragments.


Fused Sentences

Two candidates applied only one was hired.

Avoidsentence

fragments.

Avoid run-on (fused)sentences.

Revisions:Two candidates applied. Only one was hired.

Two candidates applied; only one was hired.

Two candidates applied, but only one was hired.


Comma Splice

Many were qualified, Jeff was hired.

Avoidsentence

fragments.

Avoidcomma-splice

sentences.

Avoid run-on (fused)sentences.

Revisions:Many were qualified. Jeff was hired.Many were qualified; Jeff was hired.Many were qualified; however, Jeff was hired.Many were qualified, but Jeff was hired.


Quick Check

Revise the following to avoid fragments, run-on sentences, and comma-splices.

You can create a Web-based job portfolio; it will impress potential employers.

You can create a Web-based job portfolio it will impress potential employers.

Send a scannable résumé. When you apply for a job.

Send a scannable résumé when you apply for a job.


Quick Check

Although technical skills are important, communication skills are also in great demand.

College used to be for young people; however, many older students now seek degrees.


Although technical skills are important. Communication skills are also in great demand.College used to be for young people, however many older students now seek degrees.


Quick Check


Technology is changing the business world. People are writing more messages than ever before. OR: Technology is changing the business world; people are . . . .

Technology is changing the business world people are writing more messages than ever before.


Quick Check


Executives are busy. They won't read wordy messages and reports. OR: Executives are busy; they won't read . . . .

Executives are busy, they won't read wordy messages and reports.


Emphasis Through MechanicsEmphasis Through MechanicsEmphasis Through MechanicsEmphasis Through Mechanics

Underlining:Which of these methods do you prefer?

Italics and Boldface:

The use of boldface and italics captures the reader’s attention.

All Caps:Notice how EXPENSE-FREE stands out.


Tabulation: listing items vertically emphasizes them:

1. First item2. Second item3. Third item

Dashes:

Other methods–including dashes–may be used.


Active-voice verbs show the subject performing the action.

Active- and Active- and Passive-Voice VerbsPassive-Voice Verbs

Most major employers require drug testing. (Active voice; the subject is acting)

Dr. Smith recommended Tina for the job. (Active voice; the subject is acting)


In passive-voice sentences, the subject is being acted upon. Passive-voice verbs require helper verbs, such as is and was in these examples:

Drug testing is required by most major employers.(Passive voice; the subject is being acted upon)

Tina was recommended for the job by Dr. Smith.(Passive voice; the subject is being acted upon)


Use the active voice for most business writing.

Use the passive voice to emphasize an action or the recipient of the action–rather than the actor (Specialists were hired; Laura was honored).

Use the passive voice to break bad news (Although your lease cannot be renewed, we can offer . . . ).


Quick Check

Convert the following sentences to active voice. You may have to add a subject.

Our membership meeting was postponed by the president.

The résumés of job candidates are sorted quickly by the software program Resumix.

The president postponed our membership meeting.

The software program Resumix sorts résumés of job candidates quickly.


Quick Check

Convert the following sentences to active voice. You may have to add a subject.

We were given our orders by the manager.

Our intranet is used by employees to complete forms.

The manager gave us our orders.

Employees use our intranet to complete forms.


Quick Check

Convert the following sentences to passive voice.

We must delay shipment of your merchandise because of heavy demand.

Management rejected our plan.

Your merchandise shipment must be delayed because of heavy demand.

Our plan was rejected by management.


Developing ParallelismDeveloping ParallelismDeveloping ParallelismDeveloping Parallelism

Parallel expression results from balanced con-struction. Match nouns with nouns, verbs with verbs, phrases with phrases, and clauses with clauses.

Training sessions have been stimulat-ing and challenging.(Matching endings ofverbals)

Training sessions have been stimulat-ing and challenging.(Matching endings ofverbals)

Training sessions have been stimulat-ing and a challenge.

Training sessions have been stimulat-ing and a challenge.

Poor Parallel


We are very concerned with the quality, location, and transportation costs of raw materials.

(Matching nouns)

We are very concerned with the quality, location, and transportation costs of raw materials.

(Matching nouns)

We are very concerned with the quality of raw materials, where they are located, and how much it costs to transport them.

We are very concerned with the quality of raw materials, where they are located, and how much it costs to transport them.

Poor Parallel


Dangling and Dangling and Misplaced ModifiersMisplaced Modifiers

Dangling and Dangling and Misplaced ModifiersMisplaced Modifiers

For clarity, modifiers must be close to the words they describe or limit. Be particularly careful to place a logical subject immediately after an introductory verbal phrase.


Any student who is enrolled in the college has full online privileges.

Any student who is enrolled in the college has full online privileges.

Any student has full online privileges whois enrolled in the college.

Any student has full online privileges whois enrolled in the college.

Poor Revised


It’s hard to under-stand why employeeswith software problems would not go to our technical support staff.

It’s hard to under-stand why employeeswith software problems would not go to our technical support staff.

It’s hard to under- stand why employeeswould not go to our technical support staff with software problems.

It’s hard to under- stand why employeeswould not go to our technical support staff with software problems.

Poor Revised


Quick Check

Revise the following sentence to correct any misplaced modifiers. Retain the introductory phrase.

She died in the house in which she was born at the age of 88.

Despite being paralyzed, doctors hoped that Mark would walk again.

At the age of 88, she died in the house in which she was born.

Despite Mark's paralysis, doctors hoped that he would walk again.


Three Ways to Achieve Three Ways to Achieve Paragraph CoherenceParagraph Coherence

Three Ways to Achieve Three Ways to Achieve Paragraph CoherenceParagraph Coherence

Next month we plan to launch a promotion for our new Web site. The promotion will involve newspaper and TV campaigns.

To help guide your reader or listener from one thought to another, develop coherence by using one of these devices:

Repeat a key idea or key word(s).


Considerable interest is now being shown in our extended certificates of deposit. They are more profitable when left on deposit for long periods of time.

Use a pronoun.


Time Association before, after first, second meanwhile next until when, whenever

Use an appropriate transitional expression.


Cause–Effect

consequently

for this reason

hence

therefore

Contrast although but however instead nevertheless on the other hand


Composing the First DraftComposing the First Draft

Complete all necessary research. Find a quiet place to concentrate and work. Prohibit calls, visitors, and interruptions. Organize information using an outline. Decide whether to sprint write (get your

thoughts down quickly and revise later) or revise as you go.

Imagine you are talking to a reader or listener.

Essentials of Business Communication

Technology

Transcript of Essentials of Business Communication