Organizing & Writing
Business Messages
Business Communication Process
& Product By Mery Ellen Guffey
Learning Objectives
Formal & informal methods of researching data &
generating ideas.
Organize data into lists & alphanumeric or decimal
outline.
Direct & indirect patterns for organizing ideas.
Composing the first draft of a message & techniques
for creating effective sentences.
Define a paragraph, classic paragraph plans &
techniques for composing meaningful paragraph.
Researching Data
The process of collecting the relevant
information before writing a
message is known as “Research”
Research Methods
Research
Methods
Formal Research
Methods
Informal Research
Methods
Formal Search Methods
1.
Search Manually
Libraries, reference books, encyclopedia, etc.
Formal Search Methods
2.
Access Electronically
Internet, Databases, Compact Discs, etc.
Formal Search Methods
3.
Investigate Primary Sources
Develop firsthand information from the source by
organizing focus groups or putting questionnaire.
Formal Search Methods
4.
Experiment Scientifically
Present choices with controlled variables instead
of asking for target audience’s opinion.
Informal Search Methods
1.
Look in the Files
Before asking others for help, see what you can
find yourself.
Informal Search Methods
2.
Talk with your Boss
Get information from the individual making
the assignment.
Informal Search Methods
3.
Interview the Target Audience
Consider taking with individuals at whom
the message is aimed.
Informal Search Methods
4.
Conduct an informal Survey
Gather helpful information via questionnaires or
telephone surveys.
Informal Search Methods
5.
Brainstorm for Ideas
Discuss ideas for the writing tasks at hand,
and record at least a dozen ideas without
judging them.
Informal Search Methods
6.
Develop a Cluster Diagram
To help you generate and organize ideas.
Organizing Concept
The Primary purpose of Organizing are.
Grouping.
Patterning.
Organizing Ideas:
Writers of well organized
messages group similar ideas
together so that the readers
can see
relationships and follow
arguments.
Organizing Techniques
Approach varies with project nature and type.
1.
Listing
For Simple Massages
2.
Outlining
For Complex Massages
Organizing Ideas Into Patterns
Direct Pattern
4
Receptive
Audience
Advantages



Save reader’s time.
Set proper frame of mind.
Prevents frustration.
Organizing Ideas Into Patterns
Indirect Pattern
4
Unreceptive
Audience
Advantages



Respects the feelings of the audience
Ensures a fair hearing
Minimizes the negative reaction
Composing Message
Writers suggest that when
composing the first draft, write
quickly and save time for
revision.
But the question is that
How can we create effective sentences
?
Techniques for writing an effective Sentences
Using short sentences.
Avoiding dangling & misplace modifiers.
Emphasizing important ideas.
Using the active voice.
Using the passive voice selectively .
Example of Dangling &
Misplaced Modifier
Dangling Modifier:
To win the lottery, a ticket must be purchased.
Improved:
To win the lottery, you must purchase a ticket.
Misplaced Modifier:
Seeing his error too late, the envelope was
immediately resealed by Mark.
Improved:
Seeing his error too late, Mark immediately
resealed the envelope .
Drafting Effective Paragraphs
Discussing one topic
Effective Para focus on one topic
Using transitional expressions to build coherence
Additionally, for example, accordingly, furthermore, etc
Composing short paragraphs
Fewer than 8 lines.
Drafting Effective Paragraphs
Organizing sentences into paragraphs



Main Sentence
Supporting Sentence
Limiting Sentence
Drafting Effective Paragraphs
Using the direct paragraph plan.
Using the pivoting paragraph plan.
Using the indirect paragraph plan.
Linking ideas to build coherence:



Sustaining the key ideas
Using pronouns
Dovetailing sentences
Conclusion
This chapter is all about researching the data in
formal & informal way, organizing the data into
patterns and prepare an effective business
messages by focusing on the techniques by
following, a good writer can draft an effective
business messages.