Text 8

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Chapter 8
Writing Negative
Messages
Copyright © 2012 Pearson Education, Inc. publishing as Prentice Hall
Chapter 8 - 1
Key Writing Concepts
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Organization
Active/passive language
“You” orientation
Reader benefit, alternative
Respectful tone
Formatting
Spelling, grammar, punctuation, content
Design & readability
Closing with goodwill
© Prentice Hall, 2007
Chapter
Business
7-2
Communication
Essentials, 3e
Choose the Approach
• Will the bad news come as a shock?
• What does the reader prefer?
• How important is the news?
• What is your relationship with the reader?
• Do you need the reader’s attention?
• What is your organization’s style?
Copyright © 2012 Pearson Education, Inc. publishing as Prentice Hall
Chapter 8 - 3
The Direct Approach
Flow of the Message
Bad News
Reasons
Positive Close
Step 1
Step 2
Step 3
Substance of the Message
Copyright © 2012 Pearson Education, Inc. publishing as Prentice Hall
Chapter 8 - 4
The Indirect Approach
Flow of the Message
Buffer
Reasons
Bad
News
Positive
Close
Step 1
Step 2
Step 33
Step
Step 44
Step
Substance of the Message
Copyright © 2012 Pearson Education, Inc. publishing as Prentice Hall
Chapter 8 - 5
Open with a Buffer
Neutral
Considerate
Copyright © 2012 Pearson Education, Inc. publishing as Prentice Hall
Chapter 8 - 6
Present the Reasons
Detailed
Tactful
Maintain
Focus
Individualized
Defuse
Emotions
Unapologetic
Positive
Copyright © 2012 Pearson Education, Inc. publishing as Prentice Hall
Chapter 8 - 7
State the Bad News
►Deemphasize the News
►Use a Conditional Statement
►Emphasize Positive Aspects
Copyright © 2012 Pearson Education, Inc. publishing as Prentice Hall
Chapter 8 - 8
Write a Positive Close
•Avoid Uncertainty
•Limit Correspondence
•Express Optimism
•Be Sincere
Copyright © 2012 Pearson Education, Inc. publishing as Prentice Hall
Chapter 8 - 9
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