Writing Business Messages © Prentice Hall, 2008 Business Communication Today, 9e Chapter 5 - 1 Three-Step Writing Process • Planning • Writing • Completing © Prentice Hall, 2008 Business Communication Today, 9e Chapter 5 - 2 Adapt to the Audience • Sensitivity • Relationships • Style and tone © Prentice Hall, 2008 Business Communication Today, 9e Chapter 5 - 3 Audience Sensitivity 1. Adopt a “you” attitude 2. Demonstrate business etiquette 3. Emphasize the positive 4. Use bias-free language © Prentice Hall, 2008 Business Communication Today, 9e Chapter 5 - 4 1. Using the “You” Attitude • • • • Focus on your audience Practice genuine empathy Be sensitive to situations Keep criticism professional © Prentice Hall, 2008 Business Communication Today, 9e Chapter 5 - 5 The “You” Attitude • Instead of this: To help us process this order, we must ask for another copy of the requisition. • Use this: So that your order can be filled promptly, please send another copy of the requisition. © Prentice Hall, 2008 Business Communication Today, 9e Chapter 5 - 6 The “You” Attitude • Instead of this: You should never use that type of paper in the copier. • Use this: That type of paper doesn’t work very well in the copier. © Prentice Hall, 2008 Business Communication Today, 9e Chapter 5 - 7 2. Business Etiquette • Practice courtesy • Be diplomatic • Respond promptly © Prentice Hall, 2008 Business Communication Today, 9e Chapter 5 - 8 3. Emphasize the Positive • Instead of this: – – – – – – Cheap merchandise Toilet paper Used cars High-calorie foods Elderly person Pimples and zits © Prentice Hall, 2008 • Use this: – – – – – – Bargain prices Bathroom tissue Resale cars High-energy food Senior citizen Complexion problems Business Communication Today, 9e Chapter 5 - 9 4. Bias-Free Language • Age • Gender • Disability • Race or ethnicity © Prentice Hall, 2008 Business Communication Today, 9e Chapter 5 - 10 Build Audience Relationships • Establish your credibility • Promote your company’s image © Prentice Hall, 2008 Business Communication Today, 9e Chapter 5 - 11 Establish Your Credibility • • • • • • • Honesty and objectivity Awareness of audience needs Credentials, knowledge, expertise Endorsements Confidence and performance Communication style Sincerity © Prentice Hall, 2008 Business Communication Today, 9e Chapter 5 - 12 Build Company Image • • • • • Be a spokesperson Promote company interests Follow company guidelines Observe experienced colleagues Ask for assistance © Prentice Hall, 2008 Business Communication Today, 9e Chapter 5 - 13 Controlling Style and Tone • Use a conversational tone • Write in plain English • Select active or passive voice © Prentice Hall, 2008 Business Communication Today, 9e Chapter 5 - 14 Use a Conversational Tone • Business messages – Avoid obsolete or pompous language – Avoid preaching or bragging – Be careful with intimacy – Use humor carefully © Prentice Hall, 2008 Business Communication Today, 9e Chapter 5 - 15 Write in Plain English • Straightforward • Easy to understand • Conversational © Prentice Hall, 2008 Business Communication Today, 9e Chapter 5 - 16 Use the Right Voice • Active voice – Subject + verb + object • Passive voice – Object + verb + subject © Prentice Hall, 2008 Business Communication Today, 9e Chapter 5 - 17 Composing the Message • Choosing strong words • Writing effective sentences • Crafting coherent paragraphs © Prentice Hall, 2008 Business Communication Today, 9e Chapter 5 - 18 Functional and Content Words • Correctness • Suitability – Denotation and connotation – Abstraction and concreteness © Prentice Hall, 2008 Business Communication Today, 9e Chapter 5 - 19 Finding Words that Communicate Well • Select powerful words • Choose familiar words • Avoid clichés and buzzwords • Use jargon carefully © Prentice Hall, 2008 Business Communication Today, 9e Chapter 5 - 20 Effective Sentences • Simple • Compound • Complex • Compound-complex © Prentice Hall, 2008 Business Communication Today, 9e Chapter 5 - 21 Coherent Unified Paragraphs • Paragraph elements – Topic sentence – Support sentences – Transitional elements © Prentice Hall, 2008 Business Communication Today, 9e Chapter 5 - 22 Paragraph Development • Illustration • Comparison and contrast • Cause and effect • Classification • Problem and solution © Prentice Hall, 2008 Business Communication Today, 9e Chapter 5 - 23 Using Technology • • • • Style sheets and templates Autocompletion and autocorrection File merge and mail merge Endnotes, footnotes, indexes and tables of contents • Document wizards © Prentice Hall, 2008 Business Communication Today, 9e Chapter 5 - 24