By

Dr. Abdullah Mahfoudh Salem Baadhem

Faculty of Business and Communication -2022/2023

Business Communication Today
Business Communication Today
Step Three in the Three-Step Writing Process: Complete Your Messages
Revising Based on Media and Content

➢ Informal Messages
➢ Digital Messages
➢ Complex Messages
Evaluating Your Content, Organization Style, and Tone

Content Organization Tone

Clear and Accurate Order and Emphasis Too Formal?

Relevant and Repetition and Too Casual?

Complete Grouping

Promote the Writer’s Success Support the Writer’s Intent

Avoid Imposing Your Own Style Learn What the Writer
or Agenda Wanted to Accomplish
Questions to Ask When Evaluating Another’s Writing

➢ 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

➢ 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

Informative or Relates Main
Group Related
Descriptive and Subordinate
Paragraphs
Headings Ideas
Organize Grab Reader’s Increased
Lengthy Material Attention Understanding
Emphasize Key Visually Indicate
Readability
Ideas Shifts
Editing for Clarity

➢ Break Up Overly Long Sentences

➢ Rewrite Hedging Sentences
➢ Impose Parallelism
➢ Correct Dangling Modifiers
➢ 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
Identifying Problems

➢ Language Errors
➢ Missing Material
➢ Design Errors
➢ Typographical Errors
Careful Proofreading

➢ Make Multiple Passes

➢ Use Perceptual Tricks
➢ Double-check High Priority Items
➢ Give Yourself Some Distance
➢ Be Vigilant
➢ Stay Focused
➢ Review Complex Digital Documents on Paper
➢ Take Your Time
Factors In Choosing a Distribution Method

➢ Cost
➢ Convenience
➢ Time
➢ Security and Privacy
Thank you