Completing Business Messages

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Chapter 5 - 1

Revising Your Message

Content Readability Clarity Conciseness

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Chapter 5 - 2

The Three-Step Process

Planning Analyze Situation
Gather Information Select Medium

Writing

Completing
Revise Produce Message Proofread Message Distribute Message
Chapter 5 - 3

Adapt to the Audience

Get Organized

Compose the Message

Copyright 2010 Pearson Education, Inc. publishing as Prentice Hall

The Revision Process

Content
Organization Style and tone

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Chapter 5 - 4

Reviewing for Readability

Vary sentence length Keep paragraphs short Use lists and bullets Add headings and subheadings

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Chapter 5 - 5

Editing for Clarity

Improve sentence style
Impose parallelism Correct dangling modifiers Reword long noun sequences

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Chapter 5 - 6

Editing for Clarity

Replace camouflaged verbs
Clarify sentence structure Clarify awkward references Moderate your enthusiasm

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Chapter 5 - 7

Editing for Conciseness

Delete unnecessary words and phrases
Shorten long words and phrases Eliminate redundancies Recast It is/There are starters

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Chapter 5 - 8

Evaluate, Edit, and Revise the Work of Others

Help the writer succeed Understand the writers intent

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Chapter 5 - 9

Revising with Technology

Cut and paste
Revision marks Spell checker Thesaurus

Search and replace

Commenting Grammar checker Style checker

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Chapter 5 - 10

Producing the Message

Production quality
Professionalism Importance

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Chapter 5 - 11

Multimedia Support
Graphics
Sound Video Hypertext

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Chapter 5 - 12

Design for Readability

Consistency
Balance Restraint Detail

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Chapter 5 - 13

Design Techniques
White space
Margins Justification Typefaces Type styles

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Chapter 5 - 14

Production Technology
Templates and style sheets Page setup features Column and paragraph formatting Numbered and bulleted lists Information in tables Photos, images, textboxes, and objects
Copyright 2010 Pearson Education, Inc. publishing as Prentice Hall Chapter 5 - 15

Proofreading Advice
Making multiple passes Using perceptual tricks Focusing on high-priority items Getting some distance Staying focused and vigilant Exercising caution
Chapter 5 - 16

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Distributing Messages
Cost concerns Convenience Time constraints Security and privacy

Copyright 2010 Pearson Education, Inc. publishing as Prentice Hall

Chapter 5 - 17