Business Communication
Today
Fourteenth Edition
Chapter 4
The Writing
Process
Learning Objectives (1 of 2)
4.1 Discuss the value of careful revision, and
describe the tasks involved in evaluating your first
drafts and the work of other writers.
4.2 List four techniques you can use to improve the
readability of your messages.
4.3 Describe eight steps you can take to improve the
clarity of your writing, and give four tips on
making your writing more concise.
Learning Objectives (2 of 2)
4.4 List four principles of effective design, and
explain the role of major design elements in
document readability.
4.5 Explain the importance of proofreading and give
eight tips for successful proofreading.
4.6 Discuss the most important issues to consider
when distributing your messages.
Revising Based on Media
and Content
Informal Messages
Digital Messages
Complex Messages
Evaluating Your Content,
Organization Style, and
Tone (1 of 2)
Content Organization Tone
Clear and Order and Too Formal?
Accurate Emphasis
Relevant and Repetition and Too Casual?
Complete Grouping
Evaluating Your Content,
Organization Style, and
Tone (2 of 2)
Promote the Writer’s Support the Writer’s
Success Intent
Avoid Imposing Your Learn What the Writer
Own Style or Agenda Wanted to Accomplish
Questions to Ask When
Evaluating Another’s
Writing (1 of 2)
What is the purpose of this document or
message?
Who is the target audience?
What information does the audience need?
Does the document provide this information in a
well-organized way?
Does the writing demonstrate the “you” attitude
toward the audience?
Questions to Ask When
Evaluating Another’s
Writing (2 of 2)
Is the tone of the writing appropriate for the
audience?
Can the readability be improved?
Is the writing clear? If not, how can it be
improved?
Is the writing as concise as it could be?
Does the design support the intended message?
Creating Readable
Documents
Readability Skimmable
Indexes Documents
Words Key Ideas
Sentences Conclusions
Paragraphs Recommendations
Varying Sentence Length
Short
Up to 15 Words
Medium
15-25 Words
Long
Over 25 Words
Keeping Paragraphs
Short
100 Words or Fewer Maintain Clear Flow
Ease of Reading Don’t Go Overboard
Inviting to Reader Connect Ideas
Emphasize Key Ideas Divide Large Subject
Using Lists to Clarify and
Emphasize
Set Off Important Ideas
Series of words, names, or other
items
Simplify
Break down complex subjects
Highlight
Sequences of ideas
Adding Headings and
Subheadings
Organization Attention Connection
Relates Main
Informative or
Group Related and
Descriptive
Paragraphs Subordinate
Headings
Ideas
Organize
Grab Reader’s Increased
Lengthy
Attention Understanding
Material
Emphasize Visually
Readability
Key Ideas Indicate Shifts
Editing for Clarity (1 of 2)
Break Up Overly Long Sentences
Rewrite Hedging Sentences
Impose Parallelism
Correct Dangling Modifiers
Editing for Clarity (2 of 2)
Reword Long Noun Sequences
Replace Camouflaged Verbs
Clarify Sentence Structure
Clarify Awkward References
Editing for Conciseness
Delete Unnecessary Words and Phrases
Shorten Long Words and Phrases
Eliminate Redundancies
Rewrite
Designing for Readability
Consistency
Balance
Restraint
Detail
Document Design
Elements
White Space
Margins
Justification
Typefaces
Type Styles
Formatting Formal Letters
and Memos
Designing for Mobile
Devices
Think In Small Chunks
Use White Space Generously
Format Simply
Experiment With Layouts
Proofreading Your
Message
Explain the importance of proofreading
and give eight tips for successful
proofreading.
Identifying Problems
Language Errors
Missing Material
Design Errors
Typographical Errors
Careful Proofreading (1 of 2)
Make Multiple Passes
Use Perceptual Tricks
Double-check High Priority Items
Give Yourself Some Distance
Careful Proofreading (2 of 2)
Be Vigilant
Stay Focused
Review Complex Digital Documents on
Paper
Take Your Time
Distributing Your
Message
Discuss the most important issues to
consider when distributing your
messages.
Factors In Choosing a
Distribution Method
Cost
Convenience
Time
Security and Privacy