Business Communication Workshop

Course Coordinator: Ayyaz Qadeer

Lecture # 9

Writing Business Messages

We have discussed….

• What are the four steps in the process for organizing messages?

• How does the denotative meaning of a word differ from its connotative meaning?

• What three elements do you consider when choosing between a direct and an indirect approach?

• How does the audience benefit from a well-organized message?

We have discussed….

• Organizing: Direct or Indirect Approach• Routine, Good-News, and Goodwill Messages: Its construction

and manner of composition.• Bad-News Messages: Its construction and manner of

composition.

• Persuasive Messages: Its construction and manner of composition.

Style and Tone

• Style refers to the way you use words to create a certain tone in your messages.

Use vocabulary, sentence structure, and a personal or impersonal approach to affect the style of a message.

• Tone refers to the overall impression your message makes on the audience.

Use the “you” attitude, positive emphasis, politeness, and formality to affect the tone of a message.

Achieving a Conversational Tone

Avoid obsolete, pompous language

Avoid intimacy

Avoid humor

Avoid preaching and bragging

Achieving a Conversational Tone

Use plain English

Select the best words

Use functional and content words correctly

Know when and how to use connotative and denotative words and phrases

Know when and how to use abstract and concrete words and phrases

Thinking Like a Wordsmith

• Choose strong words.• Choose familiar words.• Avoid clichés.• Use jargon carefully.

Creating Effective Sentences

• Use the four types of sentences.• Choose active or passive voice.• Emphasize key thoughts.• Vary sentence length.• Use bullets and lists.

Sentences What are the four types of sentences? In most business messages, should you use active voice

or passive voice? Should you use longer or shorter sentences for most

business messages? Types of sentences are simple, compound, complex,

compound-complex. Use active voice except to avoid making accusations,

attributing credit or blame, and using personal pronouns.

Vary sentence type.

Developing Paragraphs

• A unified paragraph deals with a single topic.• The topic sentence introduces that topic.• Related sentences explain that topic.

Transitional Elements

• You can establish coherence by using transitions in the following ways:– Use connecting words such as and, but, or, nor,

for, so, nevertheless, and however.– Restate a word or phrase from a previous

sentence or paragraph to cue the reader to the transition.

– Use pronouns that refer to previously used nouns.

– Use words that are frequently paired.

DevelopingParagraphs

Explain what is meant by the following five techniques for developing paragraphs:

IllustrationIllustration

Comparison or contrastComparison or contrast

Cause and effectCause and effect

ClassificationClassification

Problem and solutionProblem and solution

Let’sDiscuss Let’s

Discuss Let’s

Discuss Let’s

Discuss Let’s

Discuss Let’s

Discuss Let’s

Discuss Let’s

Discuss

Paragraph Readability

To increase readability, consider these elements:

• Length• Effective headings• Occasional questions

E-mail Messages Activity Activity Activity Activity Activity Activity Activity Activity

Think of some e-mail messages you have recently received. Discuss these questions:

Did they follow correct grammar, punctuation, and spelling rules?

If incorrect punctuation and misspellings were used, did you give these messages as much attention as you did the messages with correct English?

If you have a “loose” style for e-mail, should you adjust it for your business e-mails?

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Producing the document• 2 dimensions: the physical completion &

psychological completion• Physical: typing, printing the final document,

requires enough time to cope with failures etc• Psychological: proper time management,

avoid premature finishing, remain open to suggestions, not a hidden time agenda, balance between reading/writing

Stage#3The Post writing Stage: Completing

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The Post writing Stage: Completing

• This stage consists of 2 activities: editing & producing the document

Editing• Develop consistent, accurate text• You check spelling, punctuation, basic grammar, format of the

page, accuracy of facts, consistency, rules of presentation• To help you edit, construct a checklist, you may use computer

for revising. • A note on revising with a computer

• What are the four steps in the process for organizing messages?

• How does the denotative meaning of a a word differ from its connotative meaning?

• What three elements do you consider when choosing between a direct and an indirect approach?

Let’s Discuss

Test Your Knowledge

• How does the audience benefit from a well-organized message?

• What is style, and how do you decide on the appropriate style for a message?

• How does an abstract word differ from a concrete word?

• In what three situations is passive voice appropriate?

Let’s Discuss

Test Your Knowledge continued

• What is the purpose of the topic sentence?• How do you use the subject line in an email?• How can you increase the readability of your

paragraphs?• Post writing stage: Producing the document• Editing and proof reading

Let’s Discus

Test Your Knowledge continued

Thank You