Essentials in Business Communication Ch. 3

Chapter 3
Improving
Writing Techniques
Copyright © 2008 by Nelson Education Ltd. Ch.3-1

Ch. 3-1
Formal Research Methods
 Search manually (books, magazines,
journals).
 Search electronically (Internet databases,
the Web).
 Go to the source (interviews, surveys,
questionnaires, focus groups).
 Conduct scientific experiments (measure
variables using control groups).

Ch. 3-2
Informal Research Methods
 Search company files.

 Talk with your boss.
 Interview the target audience.
 Conduct an informal survey.
 Brainstorm for ideas.

Ch. 3-3
Organize Information
with an Outline
Tips:
• Define main topic in title.
• Divide the topic into major components (3-5).
• Break the components into sub-points.
• Use details, illustrations, and evidence to support
subpoints.
• Don’t put a single item under a major component.
• Strive to make each component exclusive (no
overlapping).

Ch. 3-4
Sample Outline
Awards Ceremony Costs

I. Venue
A. Rentals
1. Microphone
2. Screen projector
3. Tablecloths
B. Extra staff
1. Security guard
2. Set-up, clean-up staff

Ch. 3-5
Sample Outline
II. Food
A. Pre-awards
1. Nonalcoholic beverages
2. Appetizers
B. Post-awards
1. Alcohol
2. Dinner
3. Dessert

Ch. 3-6
Sample Outline
III. Awards
A. Certificates
B. Cash prizes

Ch. 3-7
Organizing Business Messages
Direct Pattern Indirect Strategy

Main idea comes first Details and explanation
followed by details are before main idea
and explanations

Ch. 3-8
Direct Pattern Indirect Pattern

Advantages: Advantages:
 Saves the reader time
 Respects feelings of
audience
 Sets a proper frame of
 Encourages more
mind
complete attention
 Prevents frustration  Minimizes a negative
reaction

Ch. 3-9
Direct Pattern Indirect Pattern

Useful when: Useful when:
 Receiver is open to  Receiver may be upset
message  Receiver may be angry
 Message is routine  Receiver must be
 Subject is not sensitive persuaded or educated
 Message is sensitive
Copyright © 2008 by Nelson Education Ltd. Ch. 3-10

Effective Sentences
Complete sentences have subjects and

verbs and make sense.
Example:
Subject Verb
Employees send many e-mail messages.

Effective Sentences
Clauses also have subjects and verbs.

Independent clauses are grammatically complete.
Dependent clauses depend on independent
clauses for their meaning.
Example:
Dependent Clause Independent Clause
When you speak, you explain yourself.

Effective Sentences
Phrases are groups of related words

without subjects and verbs.
Example:
Phrase Phrase
In the afternoon, I work at the mall.

Effective Sentences
Avoid sentence fragments.

Fragment
Because the pay was good. Many candidates
applied.
Revision:
Because the pay was good, many candidates
applied.

Effective Sentences
Avoid run-on (fused) sentences.

Fused Sentences
Two candidates applied only one was hired.
Revisions:
Two candidates applied. Only one was hired.
Two candidates applied; only one was hired.
Two candidates applied, but only one was hired.

Effective Sentences
Avoid comma-splice sentences.

Comma Splice
Many were qualified, Jeff was hired.
Revisions:
Many were qualified. Jeff was hired.
Many were qualified; Jeff was hired.
Many were qualified; however, Jeff was hired.
Many were qualified, but Jeff was hired.

Try Your Skill
Revise the following to avoid fragments,

run-on sentences, and comma-splices.
 You can create a Web-based job portfolio it
will impress employers.
You can create a Web-based job portfolio; it
will impress employers.

Try Your Skill

 Send a scannable résumé. When you apply
for a job.
Send a scannable résumé when you apply
for a job.

Try Your Skill

 Although technical skills are important.
Communication skills are also essential.
Although technical skills are important,
communication skills are also essential.

Try Your Skill

 College used to be for young people,
however many older students now want
degrees.
College used to be for young people;
however, many older students now want
degrees.

Emphasis Through Mechanics
Underlining:
Which of these methods do you prefer?

Italics and Boldface:

The use of boldface and italics gets the
reader’s attention.

All Caps:
Notice how EXPENSE-FREE stands out.

Dashes:
Other methods–including dashes–may be
used.

Font Changes:
• Changing from a large font to a

or to a different font provides
smaller font
interest and emphasis.

Tabulation:
Listing items vertically emphasizes them:
1. First item
2. Second item
3. Third item

 Other means of achieving mechanical

emphasis include the following: use of
white space, colour, lines, boxes,
columns, titles, headings, and
subheadings.

Emphasis Through Style
 To emphasize an idea:
• Use vivid words, such as in “bug-free
software” rather than “dependable software.”
• Put the important idea in a simple sentence
or in an independent clause.

Emphasis Through Style
 To de-emphasize an idea:
• Use general words (some customers complained,
rather than 125 customers complained).
• Place the idea in a dependent clause connected to an
independent clause containing a positive idea.
Example:
Although items cannot be returned for cash, you will receive
store credit.

Active- and Passive-Voice
Verbs
With active-voice verbs, the subject does the
action.
Examples:
Most large employers require drug testing.
(Active voice; the subject does the action)
Dr. Smith recommended Tina for the job.

(Active voice; the subject does the action)

Verbs
In passive-voice sentences, the subject
receives the action. Passive-voice verbs usually
include helping verbs.
Examples:
Drug testing is required by most large employers.
(Passive voice; the subject receives the action)
Tina was recommended for the job by Dr. Smith.

(Passive voice; the subject receives the action)

Verbs
 Use the active voice for most business writing.
 Use the passive voice to emphasize an action
or the receiver of the action (Specialists were
hired; Laura was honored).
 Use the passive voice to de-emphasize bad
news (A refund will not be given).

Try Your Skill
Change the following sentence to active

voice.
 Our meeting was postponed by the
president.
The president postponed our meeting.

Try Your Skill
Change the following sentence to active

voice.
 The résumés of job candidates are organized
by the software program.
The software program organizes résumés of
job candidates.

Try Your Skill
Convert the following sentence to active

voice. You may have to add a subject.
 Computer paper was ordered yesterday.
Rachel ordered computer paper yesterday.

Try Your Skill
Convert the following sentence to passive

voice.
 We will delay your order because of heavy
demand.
Your order will be delayed because of heavy
demand.

Parallelism
Parallelism is a writing technique that

creates balanced writing. Match nouns
with nouns, verbs with verbs, phrases
with phrases, and clauses with clauses.

Parallelism
Poor: The process of writing involves

organizing, composing, and
revision.
Parallel: The process of writing involves
organizing, composing, and
revising. (Matches -ing
verbs)

Parallelism
Poor: We consider the quality of raw

materials, where they are
located, and how much it costs to
transport them.
Parallel: We consider the quality,
location, and transportation costs of
raw materials. (Matches nouns)

Parallelism
Poor: Serena takes the telephone

orders, Matt finds the items in
the warehouse, and the items
are sent by Yolanda.
Parallel: Serena takes the telephone
orders, Matt finds the items in
the warehouse, and
Yolanda sends the items.
(Matches active- voice verbs)

Try Your Skill
How could parallelism be improved in the

following sentence?
 Our system focuses on the collecting,
storage, and sharing of best practices.
Our system focuses on the collecting,
storing, and sharing of best practices.

Try Your Skill
How could parallelism be improved in the

following sentence?
 We recommend Elizabeth because she has
sincerity, she is honest, and she is a hard
worker.
We recommend Elizabeth because she is
sincere, honest, and hardworking.

Paragraph Coherence
To achieve coherence in a paragraph, you need:

1. Effective organization
2. Clear use of pronouns
3. Use of transitional expressions

Paragraph Coherence
Pronoun use:
Pronouns (e.g. this, that, it) help connect ideas
from one sentence to another.
Customers are interested in our new mp3
player. It has much more memory than
previous models

Paragraph Coherence
Transitional expressions:
Time Association Contrast

before, after although
first, second but
meanwhile however
next instead
until nevertheless
when, whenever on the other hand

Paragraph Coherence
Cause, Effect Additional Idea

consequently furthermore
for this reason in addition
hence likewise
therefore moreover

Paragraph Coherence
Illustration
for example
in this way

Paragraph Length
Paragraphs with eight or fewer printed

lines look inviting and readable.

Composing the First Draft
 Complete all necessary research.

 Find a quiet place to concentrate and work.
 Do not allow calls, visitors, or interruptions.
 Organize information into a list or outline.
 Decide whether to sprint write (write quickly
and revise later) or revise as you go.
 Imagine you are talking to a reader.
 Remember important writing techniques.

End

Essentials in Business Communication Ch. 3

Uploaded by

Document Information

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Essentials in Business Communication Ch. 3

Uploaded by

Copyright:

Available Formats

Chapter 3

Copyright © 2008 by Nelson Education Ltd. Ch.3-1

Copyright © 2008 by Nelson Education Ltd. Ch.3-2

 Search company files.

Copyright © 2008 by Nelson Education Ltd. Ch.3-3

Copyright © 2008 by Nelson Education Ltd. Ch.3-4

Awards Ceremony Costs

Copyright © 2008 by Nelson Education Ltd. Ch.3-5

Copyright © 2008 by Nelson Education Ltd. Ch.3-6

Copyright © 2008 by Nelson Education Ltd. Ch.3-7

Direct Pattern Indirect Strategy

Copyright © 2008 by Nelson Education Ltd. Ch.3-8

Direct Pattern Indirect Pattern

Copyright © 2008 by Nelson Education Ltd. Ch.3-9

Direct Pattern Indirect Pattern

Copyright © 2008 by Nelson Education Ltd. Ch. 3-10

Complete sentences have subjects and

Copyright © 2008 by Nelson Education Ltd. Ch. 3-11

Clauses also have subjects and verbs.

Copyright © 2008 by Nelson Education Ltd. Ch. 3-12

Phrases are groups of related words

Copyright © 2008 by Nelson Education Ltd. Ch. 3-13

Avoid sentence fragments.

Copyright © 2008 by Nelson Education Ltd. Ch. 3-14

Avoid run-on (fused) sentences.

Copyright © 2008 by Nelson Education Ltd. Ch. 3-15

Avoid comma-splice sentences.

Copyright © 2008 by Nelson Education Ltd. Ch. 3-16

Revise the following to avoid fragments,

Copyright © 2008 by Nelson Education Ltd. Ch. 3-17

Revise the following to avoid fragments,

Copyright © 2008 by Nelson Education Ltd. Ch. 3-18

Revise the following to avoid fragments,

Copyright © 2008 by Nelson Education Ltd. Ch. 3-19

Revise the following to avoid fragments,

Copyright © 2008 by Nelson Education Ltd. Ch. 3-20

Copyright © 2008 by Nelson Education Ltd. Ch. 3-21

Italics and Boldface:

Copyright © 2008 by Nelson Education Ltd. Ch. 3-22

Copyright © 2008 by Nelson Education Ltd. Ch. 3-23

Copyright © 2008 by Nelson Education Ltd. Ch. 3-24

• Changing from a large font to a

Copyright © 2008 by Nelson Education Ltd. Ch. 3-25

Copyright © 2008 by Nelson Education Ltd. Ch. 3-26

 Other means of achieving mechanical

Copyright © 2008 by Nelson Education Ltd. Ch. 3-27

Copyright © 2008 by Nelson Education Ltd. Ch. 3-28

Copyright © 2008 by Nelson Education Ltd. Ch. 3-29

Dr. Smith recommended Tina for the job.

Copyright © 2008 by Nelson Education Ltd. Ch. 3-30

Tina was recommended for the job by Dr. Smith.

Copyright © 2008 by Nelson Education Ltd. Ch. 3-31

Copyright © 2008 by Nelson Education Ltd. Ch. 3-32

Change the following sentence to active

Copyright © 2008 by Nelson Education Ltd. Ch. 3-33

Change the following sentence to active

Copyright © 2008 by Nelson Education Ltd. Ch. 3-34

Convert the following sentence to active

Copyright © 2008 by Nelson Education Ltd. Ch. 3-35

Convert the following sentence to passive

Copyright © 2008 by Nelson Education Ltd. Ch. 3-36

Parallelism is a writing technique that

Copyright © 2008 by Nelson Education Ltd. Ch. 3-37