Communications for Business

1
Communications for Business

• Lecture 3
• Writing Business Messages II

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Learning Objectives

• Use the three-step writing process
• Review the content for readability
• Edit and proofread the content for clarity and
  readability
• Use good practice in e-mail production

3
Introduction

• In the last lecture we looked at preparing for
  business messages
• In this lecture we will consider drafting,
  editing and sending the message

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The Three-Step Writing Process
Plan Write Complete
Analyse the situation Adapt to your audience Revise the message
Gather information Establish your credibility Produce the message
Select the right medium Control your style Proofread the message
Organise the information Compose the message Distribute the message
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Revising the Message

• Evaluating your content, style and tone
• Reviewing for readability
• Editing for clarity and conciseness
• Using technology to revise your message

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Evaluating Your Content, Style and Tone 1

• Is the information accurate?
• Is the information relevant to your audience?
• Is there enough information to satisfy your
  readers needs?
• Is there a balance between general and specific?

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Evaluating Your Content, Style and Tone 2

• Are all the points in a logical order?
• Are the most important ideas in prominent
  positions?
• Are any points repeated unnecessarily?
• Are details grouped together logically?

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Reviewing for Readability 1

• Vary sentence length
• Use a mix of sentences, from 15 words to more
  than 25 words
• Too many short sentences can make writing choppy

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Reviewing for Readability 2

• Keep paragraphs short
• Short paragraphs of 100 words or fewer are easier
  to read
• Help the audience to read more carefully

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Using Lists and Bullet Points

• Can help to clarify and emphasise
• Bullet points are usually preferred to numbers
• Should have a blank line before and after the
  list
• A list can be preceded by an introductory
  sentence followed by a colon

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Editing for Clarity

• Break up overly long sentences
• Delete unnecessary words and phrases
• Shorten long words and phrases
• Eliminate redundancies where different words
  say the same thing

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Using Technology to Revise the Message

• Cut and paste
• Search and replace
• Commenting
• Spell checker
• Thesaurus

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Designing for Readability

• An effective design requires
• Consistency margins, typeface
• Balance
• Restraint and simplicity
• Detail
• Use of white space

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Use of Typefaces
Serif Typefaces (best for text) Sans Serif Typefaces (best for headlines) Speciality Typefaces (decorative purposes only)
Times Roman Bookman Old Style Courier Rockwell Arial Eras Bold Gill Sans Verdana Franklin Gothic Blackadder ITC Script MT Bold Bodoni MT Condense Castellar Forte
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Formatting Formal Letters

• Elements of a letter
• Pre-printed letterhead stationery
• Date
• Address of person receiving the letter
• Salutation
• Complimentary close
• Signature block

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Class Activity

• Work in groups of about 5
• Why is it important to review a business message
  before it is sent?
• 10 minutes
• Feedback to the class
• 5 minutes

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A Typical Business Letter
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Proofreading the Message

• Look for writing errors
• Look for missing elements
• Look for design and formatting mistakes
• Make multiple passes
• Double-check high priority items
• Take your time

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Distributing the Message

• Consider
• Cost
• Convenience
• Time
• Security and privacy

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Creating Effective Email Messages

• Key stages are no different to other messages
• Planning
• Writing
• Completing

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Email Etiquette
Tip Importance
Remember messages can be forwarded anywhere Can damage your career if wrong person receives it
Adjust the level of formality to the audience Can appear to be disrespectful
Pay attention to grammar and spelling Can make you look unprofessional
Make it clear when action is required Your message may be ignored
Do not type in all caps INTERPRETED AS SHOUTING
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Write Effective Subject Lines

• Ineffective
• June Sales Results
• Status Report
• Holidays

• Effective
• Great Sales in June!
• Project Behind Schedule
• Extra Leave Agreed!

Need to grab the recipients attention
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Keep Emotions Under Control

• Avoid flaming (insulting, insensitive or
  critical message)
• Can damage reputation and relationships
• Remember the message can be forwarded and
  storedforever

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Completing the Email Message

• Adopt a clean and easy-to-read font
• Include a signature
• Include all required addressees
• Dont cc or bcc anyone who does not really
  need to see the message
• Dont set message priority as high or urgent
  unless it truly is

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Class Activity

• Work in groups of about 5
• Why is it important to observe etiquette when
  writing and sending an email?
• 10 minutes
• Feedback to the class
• 5 minutes

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Conclusions

• Having written a business message it is important
  to review it for tone and style
• Remember to edit it for clarity take account of
  good design guidelines for readability and
  proofread prior to distribution
• The same principles apply to the creation of
  e-mail messages

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References

• Payne Whittaker Developing Essential Study
  Skills, 2nd Edition, FT Prentice Hall, ISBN
  978-1405840873
• Cottrell The Study Skills Handbook, 3rd
  Edition, Pallgrave Macmillan, ISBN
  978-0230573055
• Price Maier Effective Study Skills Essential
  Skills for Academic and Career Success, Prentice
  Hall, ISBN 978-1405840736
• Cameron The Business Students Handbook Skills
  for Study and Employment, 5th Edition, FT
  Prentice Hall, ISBN 978-0273730712

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Lecture 3 Writing Business Messages II

• Any Questions?