REVISING YOUR MESSAGE
- Almost all professional people know that success in business partly depends on good communication skill, on writing and speaking clearly and persuasively.
- The value of effective communication, particularly communication that is clear,consise and efficient.
- Poor writing messages can damage company reputations, hinder sales efforts and damage careers.
REVIEWING FOR READABILITY
- To keep reader’s interest, use a variety of short , medium and long sentences
- Effectivee documents usually combine a mixturae og sentences that are short (up to 15 words), medium (15-25 words) and long (mare than 25 words).
Short sentences
- can be process quickly and esier
Medium sentences
- showing the relationships among ideas.
Long sentences
- convey complex ideas, list multiple related points or summarize or preview information
But, each sentence leghth also has disadvantages.
KEEPING YOUR PARAGRAPH SHORT
Short paragraph (of 100 words or fewer, this paragraph has 77 words) are easier to read than long ones.
USING LIST AND BULLETS
- List are effective tools for highlighting and simplifying material.
Set off important ideas in a list :
a) series of words
b) series of names
c) series of items
- List can show the:
- sequence of your ideas
- highten their inpact visually
- easier to find your key points
HEADINGS AND SUBHEADINGS
- Use headings to grap the resder’s attention and organize material into short sections.
- Heading
– brief title that resders about the content of the section that follow. - Subheadings
a) subcestions within a major section.
b) Complex documents levels may have several of subheadings
EDITING FOR CLARITY
- Clarity is essential to getting your message across accurately and efficiently.
- Imposing parellelism
- Clarifying sentences structure
- Clarifying awkward references
EDITING FOR CONCISENESS
- Deleting unnesessary word and phrases
- Shortening long words and phrases.
- Emliminsting redundsncies
EVALUATING, EDITING AND REVISING
- When you evaluate, edit or revise semeone else’s work, your job is to help that person succeed.
- Ask yourself the following questions as you evaluate else’s writing:
- What is the purpose of this documents or message?
- Who is the target audience?
- What the information does the audience need?
- Is the tone of the writing approriate for the audience?
- Is the writing clear? If not, how can it be improved?
USING TECHNOLOGY TO REVISE YOUR MESSAGE
- When it’s time to revise and polish your message, take full advntage of your tools.
- Four software function can help bring out the best in your documents:
- Spell checker
- Computer thesaurus
- Grammar checker
- Style checker
PRODUCING YOUR MESSAGE
- The quality of your document design, both on paper and on screen, affects readability and audience perceptions.
- Take advantage of your software’s ability to incorporate other communication elements.
- Today word processord and other software tools make easy to produce impresive documents that enliven your text not only full colour graphic but also sound, video and hypertext links
- For effective design, pay attention to:
- Consistency
- Balance
- Restraint
- Detail
- White space separates elements in a document and helps guide the reader’s eye.
- Most business documents use a flush left margin and rangged right margin.
USING TECHNOLOGY TO PRODUCE YOUR MESSAGE
- Learn to use your communication tools effectively.
- Depending on the types of messages you’re creating, you’ll benefit from being proficient with the following features:
- Templates and style sheets
- Page setup
- Column formatting
- Paragraph formatting
- Numbered and bulleted lists
- Tables
- photos, ilistrations, text boxes and objects
DISTRIBUTING YOUR MESSAGE
- When planning your distribution, consider the following factors:
- Cost
- Convenience
- Time
- Security and privacy
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