Chapter 4: Preparing Spoken and Written Messages PDF

mm Chapter 4 _———— Preparing Spoken and Written Messages Lecture and Resource Slides BCOM 3e, Lehman 81 DuFrene gzmz (Edgige Learmng AllRlghrfi Fesflted w. nurhsszanned tamed n'duuhu‘ed nrpasrfd mapu‘nhd} acrzssimflw‘az‘tf muhnlfarmpm. Learning Objectives . Apply techniques for developing effectiv...

mm Chapter 4 _———— Preparing Spoken and Written Messages Lecture and Resource Slides BCOM 3e, Lehman 81 DuFrene gzmz (Edgige Learmng AllRlghrfi Fesflted w. nurhsszanned tamed n'duuhu‘ed nrpasrfd mapu‘nhd} acrzssimflw‘az‘tf muhnlfarmpm. Learning Objectives . Apply techniques for developing effective sentences and unified and coherent paragraphs. . Identify factors affecting readability and revise messages to improve readability. . Prepare visually appealing documents that grab the receiver's attention and increase comprehension. . Revise and proofread a message for content, organization, and style; mechanics; and formatand layout. Process for Planning and Preparing Spoken and Written Messages CHAPTER Delarmine the purpoxe and man an appranriile (mm Envlslun the audience Adam (he message to me indienze’s needs and cancems 4 -'Organize the message © zmz Cengzgz Learning All my: Resend \ig\ nerbzsclnned (apifd nrdupllczfied nrpasedmApubliciygcr fssiuizweusite m whales“n pan '*“I‘1‘ Step 5: Prepare the First Draft 0 Craft powerful sentences — Use correct sentence structure — Rely on active voice — Emphasize important ideas 0 Develop coherent paragraphs — Position topic sentences appropriately — Link ideas to achieve coherence — Keep paragraphs unified — Vary sentence and paragraph length vr All?gh::Ressr«fd y» in Ed (apisdu'duplmnfd nrpasu—dm;pubht.», re mwhaieanngm W Step 6: Revise and Proofread - Improve readability — Understand readability measures — Assess and adjust to receiver’s needs — Apply visual enhancements for easier reading - Proofread using systematic procedures gm; [engage Learning All?ght: Ressnfd y» narbeszgnned (apfid n'duplmztfd nrpasfi-dmgpublitl3 Krissmlfiveusvf mwhaieampm Factors Affecting Readability - ”Difficu It” words — Three or more syllable words — Does not include compound words, proper nouns, or words in which a suffix adds a syllable - Sentence length and structure — Passive voice Desirable readability index for business writing: Grade 8—11 LL, Visual Enhancements Improve Readability Enumerated or bulleted lists Headings Lines and borders Tablss find g p Relevant images ed capmd nvduplmztfd nrpasefidmgpubllt I > Proofreading Procedures 1 Use spell check to locate simple keying errors and repeated words 2 Proofread on—screen twice: (1) content, organization, style, and (2) mechanical errors 3 Proofread in print preview mode for format and layout errors 4 Print a draft copy and proofread nonroutine and complex documents Print on high-quality paper W Cultivate a Mindset for Effective Revising and Proofreading - Attempt to see things from your audience’s perspective rather than from your own 0 Revise documents untilyou cannot see further improvements - Allow others to make suggestions for improving your writing