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Completing

Completing
Business Messages
Business Messages

© Prentice Hall, 2007 prince dudhatra-9724949948 Chapter 5 - 1


Three-Step Writing Process

Planning Writing Completing

Analyze
AnalyzeSituation
Situation Revise
Revise
Analyze
Analyze
the
theAudience
Audience
Gather
GatherInformation
Information Produce
Produce

Select
SelectMedium
Medium Proofread
Proofread
Compose
Compose
the
theMessage
Message
Get
GetOrganized
Organized Distribute
Distribute

© Prentice Hall, 2007 prince dudhatra-9724949948 Chapter 5 - 2


Revising the Message

Content
Content

Organization
Organization

Style and
Style and Tone
Tone

© Prentice Hall, 2007 prince dudhatra-9724949948 Chapter 5 - 3


Reviewing for Readability

Sentence
Sentence Paragraph
Paragraph
Length
Length Length
Length

Lists
Lists and
and Headings
Headings and
and
Bullets
Bullets Subheadings
Subheadings

© Prentice Hall, 2007 prince dudhatra-9724949948 Chapter 5 - 4


Editing for Clarity

Sentence Style

Faulty Parallelism

Dangling Modifiers

Long Noun Sequences


© Prentice Hall, 2007 prince dudhatra-9724949948 Chapter 5 - 5
Editing for Clarity

Camouflaged Verbs

Sentence Structure

Awkward References

Excess Enthusiasm
© Prentice Hall, 2007 prince dudhatra-9724949948 Chapter 5 - 6
Editing for Conciseness
Wordy Constructions

Long Words or Phrases

Redundant Wording

“It is/There are” Starters


© Prentice Hall, 2007 prince dudhatra-9724949948 Chapter 5 - 7
Revising with Technology

Revision
Revision Spell
Spell
Tools
Tools Checker
Checker

Grammar
Grammar Style
Style
Thesaurus
Thesaurus
Checker
Checker Checker
Checker

© Prentice Hall, 2007 prince dudhatra-9724949948 Chapter 5 - 8


Multimedia Elements

Presentation Graphics
Software Software

Video Clips Hypertext Markup


and Sound Bites Language

© Prentice Hall, 2007 prince dudhatra-9724949948 Chapter 5 - 9


Design Elements
Consistency

Balance

Detail

Restraint
© Prentice Hall, 2007 prince dudhatra-9724949948 Chapter 5 - 10
Design
Design White Space
Techniques
Techniques
Margins

Justification

Typefaces

Type Styles
© Prentice Hall, 2007 prince dudhatra-9724949948 Chapter 5 - 11
Proofreading Advice
 Make multiple passes
 Use perceptual tricks
 Focus on high-priority items
 Get some distance
 Stay focused and vigilant
 Exercise caution
© Prentice Hall, 2007 prince dudhatra-9724949948 Chapter 5 - 12
Distributing the Message

Cost Concerns
Cost Concerns

Convenience
Convenience

Time Constraints
Time Constraints

Security and
Security and Privacy
Privacy

© Prentice Hall, 2007 prince dudhatra-9724949948 Chapter 5 - 13


Reviewing Key Points

• Reviewing the three-step plan


• Revising the message
• Producing the message
• Proofreading the message
• Distributing the message
© Prentice Hall, 2007 prince dudhatra-9724949948 Chapter 5 - 14

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