《WritingBusinessMessages（英文版）osf.pptx》由会员分享，可在线阅读，更多相关《WritingBusinessMessages（英文版）osf.pptx（118页珍藏版）》请在taowenge.com淘文阁网|工程机械CAD图纸|机械工程制图|CAD装配图下载|SolidWorks_CaTia_CAD_UG_PROE_设计图分享下载上搜索。
1、Chapter 5 Writing Business MessagesCite four of the most common organization mistakes by communicatorsMade by Group 2What Good Organization MeansVarious cultures define good organization differently.In the United States and Canada,it generally means creating a linear message that proceeds point by p
2、oint.If youve ever received a disorganized message,youve familiar with the frustration of trying to sort through a muddle of ideas.Made by Group 2Most disorganized communication suffers from problems with clarity,relevance,grouping,and completeness.So we can distinguish four of the most common organ
3、ization mistakes by communicators.Made by Group 2No.1 Taking Too Long To Get To The PointIn daily life,most people like to write warming-up paragraphs before getting to the point.But if the beginning of a business message was too wordy and not involved the topic,it just waste the audiences valuable
4、time.Made by Group 2Solution:Make the subject and purpose clear.Shorten or delete warming-up paragraphsIdentify the purpose of the message in the beginningNo.1 Taking Too Long To Get To The PointMade by Group 2No.2 Including Irrelevant Material A successful communication should be clear and concise,
5、if including too much irrelevant material,the communication may be negatively affected.Solution:Include only information that is related to the subject and purpose.Made by Group 2No.3 Getting ideas mixed upSometimes,you have to make several points in your message.However,the ideas are always mixed u
6、p and located in the wrong places.If your message is too long or complex,you might lose your audience.Made by Group 2Solution:Group the ideas and present them in a logical way.Make a list of items you want to expressStart a new paragraph for each new topicNo.3 Getting ideas mixed upMade by Group 2No
7、.4 Leaving Out Necessary informationIf the communication including much information,it is very common for communicators to leave out some necessary information.Solution:Include all the necessary information,and before the communication,the communicators had better list out necessary and important in
8、formation.Made by Group 2Achieving good organization can be a challenge.However,solving these common problems can help you communicate clearly.Good Organization Important For communicator and audienceMade by Group 2Poorly organized messages waste readers time struggle to grasp your meaningmisinterpr
9、etation a.poor decision makingb.shattered business relationships.(shatter 粉碎)Made by Group 2Good organization for communicatorSaves you time.Saves you work.Helps you delegate（委派，转授）.Made by Group 2Good organization for communicatorSaves you time.Your draft will go more quickly because you wont waste
10、 time putting ideas in the wrong places or composing material you dont need.Made by Group 2Good organization for communicatorSaves you work.You can use your organizational plan to get advance input(输入)from your audience,so you can make sure youre on the right track before you spend hours working on
11、your draft.Made by Group 2Good organization for communicatorHelps you delegate（委派，转授）.You can use your organization plan to divide large,complex writing jobs among co-workers.Made by Group 2Good organization for audienceIncreasing reader understanding.Making readers more receptive to your message.Sa
12、ving readers time.Made by Group 2Good organization for audienceIncreasing reader understanding.Successful organization is the key to communicating effectively with audiences.By making your main point clear at the outset and stating your needs precisely,your well-organized message will satisfy your a
13、udiences need for information.Made by Group 2Good organization for audienceMaking readers more receptive to your message.Select and organize your points in a diplomatic（有策略的）way.By soft-ening refusals（拒绝）and leaving a good impression,you enhance your credibility（可信度）and add authority to your message
14、s.Made by Group 2Good organization for audienceSaving readers time.Audience members receive only the information they need,and because that information is presented as accessibly（可亲近的）and succinctly（简洁的）as possible,they can follow the thought pattern without a struggle.Made by Group 2SummaryPoor org
15、anization costs time,efficiency,and relationships.Good organization helps you save time,work smart,and delegate.Good organization helps your audience understand your message.Accept your message,and save time.CHECKIST:organzing business messagesRecognize good organizationDefine the Main Idea and limi
16、t the scopeStructure the massage to decide what you need to sayArrange message sequence according to the audiences probable reactionPart 1Recognize good organizationWhat good organization meansIt generally means creating a linear message that proceeds point by pointThe most common mistakes in organi
17、zing messages Taking too long to get to the pointIncluding irrelevant materialGetting ideas mixed upLeaving out necessary informationWhat is a good organization likeSubject and purpose are clearInformation is directly related to subject and purposeIdeas are grouped and presented logicallyAll necessa
18、ry information is included Recognize the importance of a good organization Good organization helps you work better because itSaves you timeSaves you workHelps you delegateSo before you begin to write,think about what you are going to say and how you are going to say it.Part 2How good organization is
19、 achievedDefine the main idea and limit the scopeDevelop a global statement that up the central point of message.Make your global statement audience-centered.Evaluate whether the main idea is realistic,given the imposed length limitations.Develop a global statement that up the central point of messa
20、geThe topic is the broad subject;the main idea makes a statement about the topic.The broad subject of your message is the topic,and your main idea makes a statement about that topic.Make your global statement audience-centeredDefining your main idea is more difficult when youre trying to persuade so
21、meone or convey disappointing information.1.Your main idea may at times be obvious.2.Longer documents and presentations unify a mass of material,so be sure to define a main idea that encompasses all the individual points you want to make.Evaluate whether the main idea is realistic,given the imposed
22、length limitationsDeal with three or four major points(not more than five),regardless of message length.As you adjust your message to fit the time or space acailable,dont change the number of major points.If your message is brief(four minutes or one page),youll have only a minute or a paragraph each
23、 for theintroduction,conclusion,and major points.How much information you can communicate in given number of words depends on th nature of your subject,your credibility.Part 3 Structure the massage to decide what you need to sayTo visualize how all the points will fit together is to construct an out
24、lineTo visualize the structure of your message is by creating a message organization chart similar to the charts used to show a companys management structureHOW Visualizations Workoutline can appear in various formatsoutline can appear in various formatsuse numbers-or letters and numbers-to identify
25、 each pointindent points to show which ideas are of equal statusPoints for structuringPoints for structuring a good message a good messagestart with the main ideastate the major points illustrate with evidencePart 4Arrange message sequence according to the audiences probable reactionuse the direct a
26、pproach when your audience will be neutral,pleased,interested,eageruse the indirect approach when your audience will bedispleased,uninterested,unwillingStructure the Message to Decide What you Structure the Message to Decide What you Need to SayNeed to SayStart with the main ideaState the major poin
27、tsillustrate with evidenceStartStart with the main ideawith the main ideaSummarizes two things:what you want your audience to do or thinkwhy they should do so*everything in the message should either support the main idea or explain its implicationsStateState the major pointsthe major points Identify
28、 3-5 major points that support clarify your message in more concrete termsTo inform with factual materialTo describe a processTo describe an objectTo give a historical accountTo persuade or collaborateIllustrate with evidenceIllustrate with evidenceSpecific evidence is flesh and blood that helps you
29、r audience understand and remember.the more evidence you provide the more conclusive your case will be.Each major point must be supported with enough specific evidence to be convincing,but not so much that its boringSelecting the best wordsTOPIC:Choosing your words carefully.First,pay close attentio
30、n to correctness.If you make grammatical or usage errors,you lose credibility with your audience.Poor grammar implies that you are unaware or uninformed and audience put little faith in an uninformed source.If doubt check it out If you have doubts about what is correct,dont be lazy.Look up the answe
31、r and use the proper form of expression.Most authorities agree on the basic conventions.Effectiveness is the second consideration when choosing words.Just as important as selecting the correct word is selecting the most effective word for the job at hand.Use functional and content words correctly Wo
32、rds can be divided into two main categories(类).Functional words express relationships and have only one unchanging meaning in any given context.They include conjunctions(n.连词),prepositions(n.介词),articles(冠词),and pronouns(n.代名词).Content words carry the meaning of a sentence and are subject to various
33、 interpretations(解释).They include nouns,verbs adjectives,and adverbsBoth functional words and content(满意的,满足的)words are necessary,but your effectiveness as a communicator depends on your ability to choose the right content words for your message.Denotation(象征预示象征预示)and connotation(隐含意义隐含意义)Content w
34、ords have both a denotative(explicit,specific)meaning and a connotative(implicit,associative)meaning.Denotation meaning is the literal(字面字面意义的意义的),or dictionary meaning.Connotative meaning includes all the associations and feeling evoked(唤起唤起引起引起)by the word.However,some words have much stronger con
35、notation than others.In business communication,avoid using terms that are high in connotative（隐含的）（隐含的）meaning.Business communicators avoid words with negative or multiple connotations.Abstraction and concreteness（抽象和具体）（抽象和具体）An abstract word expresses a concept,quality,or characteristic.A concrete
36、（具体的）（具体的）word stands for something you can touch or see.You might assume that concrete words are always better than abstract words,because they are more precise（精确的）,but you would sometimes be wrong.In business communication,use concrete,specific terms whenever possible;use abstractions only when n
37、ecessary.Find words that communicate Business communicators aim for clarity and accuracy rather than dramatic effect.Wordsmiths choose strong words,choose familiar words,avoid clichs（陈腔滥调）,and use jargon(行话行话)carefully.Choose strong words.Choose words that express your thoughts most clearly,specific
38、ally,and dynamically.Choose familiar words.Youll communicate best with words that are familiar to your readers.However,keep in mind that words familiar to one reader might be unfamiliar to another.Avoid cliches.(陈词滥调)Although familiar words are generally the best choice,beware of terms and phrases s
39、o common that they have become virtually meaningless.（无意义）Use jargon(行话行话)carefully Its fine to use jargon on the job with your peers,but when communicating with outsiders,be careful to put technical information into words that your audience can understand.conclusion Remember,good business writing i
40、s learned by imitation and practice.As you read business journals、newspapers,and even novels,make a note of the words you think are effective and keep them in a file.Try using some of these words in your document.You may be surprised how they can strengthen your writing.Sentence style varies from cu
41、lture to culture.Sentence style varies from culture to culture.German sentences are extremely complex,with lots of modifiers and appositives;Japanese and Chinese languages dont even have sentences in the same sense that Western languages do.However,in English try to make your sentence grammatically
42、correct,efficient,readable,interesting,and appropriate for your audience.In general,strive for straightforward simplicity.For most business audiences,clarity and efficiency take precedence over literary style.Use sentence style to emphasis key thoughts In every message,some ideas are more important
43、than others.You can emphasize these key ideas through your sentence style.One obvious technique is to give important points the most space.When you want to call attention to a thought,use extra words to describe it.For instanceConsider this sentence:“The chairperson of the board called for a vote of
44、 the shareholders.”To emphasize the importance of the chairperson,you might describe her more fully:“Having considerable experience in corporate takeover battles,the chairperson of the board called for a vote of the shareholders.”You can increase the emphasis even more by adding a separate,short sen
45、tence to augment the first:”The chairperson of the board called for a vote of the shareholders.She has considerable experience in corporate takeover battles.”You can also call attention to a thought by making it the subject of the sentence.In the following example,the emphasis is on the person:“I ca
46、n write letters much more quickly by using a computer.”However,by changing the subject,the computer takes center stage:”The computer helps me write letters much more quickly.”Another way to emphasize an idea is to place it at either the beginning or the end of a sentence:Less Emphatic:We cutting the
47、 price to stimulate demand.More Emphatic:To stimulate demand,we are cutting the price.In complex sentence,the placement of the dependent clause hinges on the relationship between the ideas expressed.If you want to emphasize the idea,put the dependent clause at the end of the sentence(the most emphat
48、ic position)or at the beginning(the second most emphatic position).If you want to downplay the idea,bury the dependent clause within the sentence.e.g.sMost Emphatic:The electronic parts are manufactured in Mexico,which has lower wage rates than the United States.Emphatic:Because wage rates are lower
49、 there,the electronic parts are manufactured in Mexico.Least Emphatic:Mexico,which has lower wage rates,was selected as the production point for the electronic parts.Techniques like this give you a Techniques like this give you a great deal of control over the way great deal of control over the way
50、your audience interprets what your audience interprets what you have to say.you have to say.Paragraph can be developed in many ways.Your choice of technique depends on your subject,your intended audience,and your purpose.Five ways to develop a paragraph Illustration giving examples that demonstrate