Business Communication Chapter 4

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Business Communication

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<ul><li><p> 2010 Thomson South-Western </p><p>Instructor Only Version </p><p>CHAPTER 4 </p><p>Revising Business Messages </p></li><li><p>Chapter 1, Slide 2 Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 4, Slide 2 Mary Ellen Guffey, Essentials of Business Communication, 8e </p><p>The Writing Process </p></li><li><p>Chapter 1, Slide 3 Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 4, Slide 3 Mary Ellen Guffey, Essentials of Business Communication, 8e </p><p>Improving content and sentence structure May involve adding, cutting, and recasting. </p><p>Correcting grammar, spelling, punctuation, format, and mechanics </p><p>Proofreading </p><p>Revising </p></li><li><p>Chapter 1, Slide 4 Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 4, Slide 4 Mary Ellen Guffey, Essentials of Business Communication, 8e </p><p>What to revise? </p></li><li><p>Chapter 4, Slide 5 Mary Ellen Guffey, Essentials of Business Communication, 8e </p><p>Concise Wording </p><p>Revise your messages to eliminate flabby </p><p>expressions. </p><p>Instead of this </p><p>We are of the opinion that </p><p>Please feel free to </p><p>In addition to the above </p><p>At this point in time </p><p>Despite the fact that </p><p>Try this </p><p>We think </p><p>Please </p><p>Also </p><p>Now </p><p>Although </p></li><li><p>Chapter 4, Slide 6 Mary Ellen Guffey, Essentials of Business Communication, 8e </p><p>Limit Long Lead-Ins </p><p>Instead of this </p><p>This memo is to inform </p><p>you that all employees </p><p>meet today. </p><p>I am writing this letter </p><p>to say thanks to </p><p>everyone who voted. </p><p>Try this </p><p>All employees </p><p>meet today. </p><p>Thanks to </p><p>everyone who </p><p>voted. </p></li><li><p>Chapter 4, Slide 7 Mary Ellen Guffey, Essentials of Business Communication, 8e </p><p>Drop Unnecessary Fillers </p><p>Revise sentences to avoid fillers such as there </p><p>is/was and it is/was when used merely to take </p><p>up space. </p><p>Instead of this </p><p>There was only one </p><p>employee who should </p><p>be promoted. </p><p>It was Lisa and Jeff who were honored. </p><p>Try this </p><p>Only one employee should be promoted. </p><p>Lisa and Jeff were </p><p>honored. </p></li><li><p>Chapter 4, Slide 8 Mary Ellen Guffey, Essentials of Business Communication, 8e </p><p>Remove Redundant Words </p><p>advance warning </p><p>close proximity </p><p>exactly identical </p><p>filled to capacity </p><p>final outcome </p><p>necessary requisite </p><p>new beginning </p><p>past history </p><p>refer back </p><p>serious danger </p><p>Avoid unnecessarily repetitious words. What </p><p>words could be omitted in these expressions? </p></li><li><p>Chapter 4, Slide 9 Mary Ellen Guffey, Essentials of Business Communication, 8e </p><p>Remove Redundant Words </p><p>advance warning </p><p>close proximity </p><p>exactly identical </p><p>filled to capacity </p><p>final outcome </p><p>necessary requisite </p><p>new beginning </p><p>past history </p><p>refer back </p><p>serious danger </p><p>Avoid unnecessarily repetitious words. What </p><p>words could be omitted in these expressions? </p></li><li><p>Chapter 4, Slide 10 Mary Ellen Guffey, Essentials of Business Communication, 8e </p><p>Dump Trite Expressions </p><p>Trite and Outdated </p><p>as per your request </p><p>pursuant to your request </p><p>attached hereto </p><p>under separate cover </p><p>Modern </p><p>at your request </p><p>at your request </p><p>attached </p><p>separately </p></li><li><p>Chapter 4, Slide 11 Mary Ellen Guffey, Essentials of Business Communication, 8e </p><p>Jargon </p><p>Computer Jargon </p><p>queue </p><p>export </p><p> bandwidth </p><p>Alternative </p><p>list of documents waiting to be printed </p><p>transfer data from one program to another </p><p>Internet capacity </p><p>Avoid technical terms and special terminology </p><p>that readers would not recognize. </p><p>Is jargon ever permissible? </p></li><li><p>Chapter 4, Slide 12 Mary Ellen Guffey, Essentials of Business Communication, 8e </p><p>Slang </p><p>to bag on </p><p>clueless </p><p>turkey </p><p>chill/chill out </p><p>to tease, to nag, or to </p><p>complain </p><p>unaware, nave </p><p>someone stupid or silly </p><p>relax </p><p>Avoid slang (informal expressions with </p><p>arbitrary or extravagantly changed meanings). </p></li><li><p>Chapter 4, Slide 13 Mary Ellen Guffey, Essentials of Business Communication, 8e </p><p>Slang </p><p>An example from the world of Dilbert: </p></li><li><p>Chapter 4, Slide 14 Mary Ellen Guffey, Essentials of Business Communication, 8e </p><p>Clichs </p><p>Avoid clichs (overused expressions). </p><p>Substitute more precise words. </p><p>Instead of this </p><p>Last but not least, you </p><p>should keep your nose </p><p>to the grindstone. </p><p>We had reached the </p><p>end of our rope. </p><p>Try this </p><p>Finally, you should </p><p>work diligently. </p><p>We could go no </p><p>further. </p></li><li><p>Chapter 4, Slide 15 Mary Ellen Guffey, Essentials of Business Communication, 8e </p><p>Buried Verbs </p><p>Revise verbs that have been converted to </p><p>nouns. </p><p>Look for words ending in </p><p>tion or ment. Could they </p><p>be more efficiently and </p><p>forcefully converted to verbs? </p><p>Tip </p></li><li><p>Chapter 4, Slide 16 Mary Ellen Guffey, Essentials of Business Communication, 8e </p><p>Instead of this </p><p>The manager came to </p><p>the realization that </p><p>telecommuting made </p><p>sense. </p><p>A job seeker must </p><p>make application </p><p>before May 1. </p><p>Try this </p><p>The manager </p><p>realized that </p><p>telecommuting </p><p>made sense. </p><p>A job seeker must </p><p>apply before </p><p>May 1. </p><p>Buried Verbs </p></li><li><p>Chapter 4, Slide 17 Mary Ellen Guffey, Essentials of Business Communication, 8e </p><p>Instead of this </p><p>Once we have the </p><p>establishment of a </p><p>Web site, our </p><p>business will grow. </p><p>Please give serious </p><p>consideration to a </p><p>company intranet. </p><p>Try this </p><p>Once we </p><p>establish a Web </p><p>site, our business </p><p>will grow. </p><p>Please seriously </p><p>consider a </p><p>company intranet. </p><p>Buried Verbs </p></li><li><p>Chapter 4, Slide 18 Mary Ellen Guffey, Essentials of Business Communication, 8e </p><p>Control Exuberance </p><p>To sound credible, dont overuse intensifiers such as very, definitely, quite, completely, </p><p>extremely, really, actually, and totally </p><p>Excessive </p><p>The manager is actually </p><p>quite pleased with your </p><p>proposal because the </p><p>plan is definitely </p><p>workable. </p><p>Businesslike </p><p>The manager is </p><p>pleased with your </p><p>proposal because </p><p>the plan is workable. </p></li><li><p>Chapter 4, Slide 19 Mary Ellen Guffey, Essentials of Business Communication, 8e </p><p>Precise Words </p><p>Revise your writing to include precise words. </p><p>Strive for specific verbs, concrete nouns, and </p><p>vivid adjectives. Beware of unclear pronouns. </p><p>Unclear </p><p>The man asked </p><p>for a raise. </p><p>An employee </p><p>presented a </p><p>proposal. </p><p>More Precise </p><p>Jeff Jones asked for a 10 </p><p>percent salary increase. </p><p>Kelly Keeler, production </p><p>manager, presented a plan </p><p>to stagger hours. </p></li><li><p>Chapter 4, Slide 20 Mary Ellen Guffey, Essentials of Business Communication, 8e </p><p>Precise Words </p><p>Revise your writing to include descriptive, </p><p>dynamic adjectives instead of overworked, </p><p>all-purpose ones. </p><p>Instead of this </p><p>They thought her </p><p>report was good. </p><p>She said she would get in touch. </p><p>Try this </p><p>The management council </p><p>thought Erins report was factual and well written. </p><p>Sheila said she would </p><p>send you an e-mail. </p></li><li><p>Chapter 4, Slide 21 Mary Ellen Guffey, Essentials of Business Communication, 8e </p><p>Check the Format </p></li><li><p>Chapter 4, Slide 22 Mary Ellen Guffey, Essentials of Business Communication, 8e </p><p>Designing Documents for Readability </p><p>Employ white space. </p><p> Headings </p><p> Short paragraphs </p><p> Ragged-right margins </p></li><li><p>Chapter 4, Slide 23 Mary Ellen Guffey, Essentials of Business Communication, 8e </p><p>Choose appropriate typefaces. </p><p>Serif typefaces have small features at ends </p><p>of strokes. Useful for body text. </p><p>Times New Roman </p><p>Century </p><p>Georgia </p><p>Garamond </p><p>Designing Documents for Readability </p></li><li><p>Chapter 4, Slide 24 Mary Ellen Guffey, Essentials of Business Communication, 8e </p><p>Choose appropriate typefaces. </p><p>Sans serif typefaces are cleaner without </p><p>features. Useful for headings, signs, and </p><p>noncontinuous reading material. </p><p>Arial </p><p>Tahoma </p><p>Verdana </p><p>Calibri </p><p>Designing Documents for Readability </p></li><li><p>Chapter 4, Slide 25 Mary Ellen Guffey, Essentials of Business Communication, 8e </p><p>Designing Documents for Readability </p><p>Use bulleted and numbered lists. </p><p> Break up complex information into smaller chunks. </p><p> Use numbered lists for sequences. </p><p> Use bulleted lists for items that dont require a certain order. </p></li><li><p>Chapter 4, Slide 26 Mary Ellen Guffey, Essentials of Business Communication, 8e </p><p>Instead of this </p><p>To clean the printer, you </p><p>should do the following. </p><p>First, you should </p><p>disconnect the power </p><p>cord. Then you open the </p><p>front cover, and the </p><p>printer area should be </p><p>cleaned with a soft cloth. </p><p>Try this </p><p>To clean the printer, do </p><p>the following: </p><p>1. Disconnect the power </p><p>cord. </p><p>2. Open the front cover. </p><p>3. Clean the printer with </p><p>a soft cloth. </p><p>Designing Documents for Readability </p><p>Use a numbered list for instructions. </p></li><li><p>Chapter 4, Slide 27 Mary Ellen Guffey, Essentials of Business Communication, 8e </p><p>Instead of this </p><p>On April 3 we will be in </p><p>Toledo, and the speaker </p><p>is Troy Lee. On May 20 </p><p>we will be in Detroit, and </p><p>the speaker is Sue Wu. </p><p>Try this </p><p>Date City Speaker </p><p>April 3 Toledo Troy Lee </p><p>May 20 Detroit Sue Wu</p><p>Designing Documents for Readability </p><p>Organize information with column headings. </p></li><li><p>Chapter 4, Slide 28 Mary Ellen Guffey, Essentials of Business Communication, 8e </p><p>Instead of this </p><p>Our team constantly tries </p><p>to achieve our goals, </p><p>customer service must be </p><p>improved, and our </p><p>production targets must </p><p>be met. </p><p>Try this </p><p>Our team constantly tries </p><p>to (a) achieve our goals, </p><p>(b) improve customer </p><p>service, and (c) hit our </p><p>production targets. </p><p>Designing Documents for Readability </p><p>Use letters to list items within sentences. </p><p>Strive for parallelism. </p></li><li><p>Chapter 4, Slide 29 Mary Ellen Guffey, Essentials of Business Communication, 8e </p><p>Instead of this </p><p>The next topic is </p><p>vacations. A new vacation </p><p>schedule will be available </p><p>on May 1. </p><p>To assist employees, we </p><p>will begin a flex schedule </p><p>in the fall. </p><p>Try this </p><p>Vacations. A new vacation </p><p>schedule will be available </p><p>on May 1. </p><p>Flextime. To assist </p><p>employees, we will begin a </p><p>flex schedule in the fall. </p><p>Designing Documents for Readability </p><p>Use paragraph headings to improve </p><p>organization and readability. </p></li><li><p>Chapter 4, Slide 30 Mary Ellen Guffey, Essentials of Business Communication, 8e </p><p>What to proofread? </p></li><li><p>Chapter 4, Slide 31 Mary Ellen Guffey, Essentials of Business Communication, 8e </p><p>What to Watch for </p><p>in Proofreading </p><p> Spelling </p><p> Grammar </p><p> Punctuation </p><p> Names and numbers </p><p> Format </p><p> IS</p><p>TO</p><p>CK</p><p>PH</p><p>OT</p><p>O.C</p><p>OM</p><p> / D</p><p>MIT</p><p>RY</p><p> SH</p><p>IRO</p><p>NO</p><p>SO</p><p>V </p></li><li><p>Chapter 4, Slide 32 Mary Ellen Guffey, Essentials of Business Communication, 8e </p><p>Proofreading Marks </p></li><li><p>Chapter 1, Slide 33 Mary Ellen Guffey, Essentials of Business Communication, 8e Chapter 4, Slide 33 Mary Ellen Guffey, Essentials of Business Communication, 8e </p></li><li><p>Chapter 4, Slide 34 Mary Ellen Guffey, Essentials of Business Communication, 8e </p><p>How to Proofread Complex Documents </p><p> Allow adequate time. </p><p> Print a copy, preferably double-spaced. </p><p> Be prepared to find errors. </p><p> Read once for meaning and once for grammar/mechanics. </p><p> Reduce your reading speed. </p></li><li><p>Chapter 4, Slide 35 Mary Ellen Guffey, Essentials of Business Communication, 8e </p><p>For documents that must be perfect: </p><p> Have someone read aloud the original while someone else checks the printout. </p><p> Spell names. </p><p> Spell difficult words. </p><p> Note capitalization. </p><p> Note punctuation. </p><p>How to Proofread Complex Documents </p></li><li><p> 2010 Thomson South-Western </p><p>Instructor Only Version </p><p>END </p></li></ul>

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