Transcript class visit nov13

Chapter 4
Lecture Slides
Preparing Spoken and
Written Messages
Dr. Jesus Lopez Rodriguez
Business Communication, 15e
Lehman and DuFrene
Business Communication, 15th edition by Lehman and DuFrene
Copyright
2008 by Thomson/South-Western
Objectives for Chapter 4
•
Apply techniques for developing
effective sentences.
•
Revise messages to improve
readability.
•
Prepare visually appealing
documents.
•
Revise and proofread a message.
Chapter 4
Business Communication, 15th edition by Lehman and DuFrene
Copyright
2008 by Thomson/South-Western
Today’s Objectives
•
Review the process for planning
and preparing spoken and written
messages.
•
Business writing tips
•
How to craft powerful sentences.
1. Using the correct sentence structure
2. Relying on the active voice
Chapter 4
Business Communication, 15th edition by Lehman and DuFrene
Copyright
2008 by Thomson/South-Western
Process for Planning and Preparing Spoken
and Written Messages
Chapter 4 Business Communication, 15th edition by Lehman and DuFrene
Copyright
2008 by Thomson/South-Western
Example: #1
This is a multipurpose passenger vehicle
which will handle and maneuver
differently from an ordinary passenger
car, in driving conditions which may
occur on streets and highways and off
road. As with other vehicles of this type,
if you make sharp turns or abrupt
maneuvers, the vehicle may roll over or
may go out of control and crash. You
should read driving guidelines and
instructions in the Owner's Manual, and
WEAR YOUR SEAT BELTS AT ALL
TIMES.
Chapter 4
Business Communication, 15th edition by Lehman and DuFrene
Copyright
2008 by Thomson/South-Western
Example: #2
Process for Planning and Preparing Spoken
and Written Messages
Chapter 4 Business Communication, 15th edition by Lehman and DuFrene
Copyright
2008 by Thomson/South-Western
Main Objective
• You will learn to apply
specific techniques
for writing readerfriendly documents.
Chapter 4
Business Communication, 15th edition by Lehman and DuFrene
Copyright
2008 by Thomson/South-Western
Writing Tips
Business Communication, 15th edition by Lehman and DuFrene
Copyright
2008 by Thomson/South-Western
Get Organized by Listing Your
Reader’s Questions
•
Why are we meeting?
•
When is it?
•
Where?
•
What’s the agenda?
•
Who will be there?
•
Do I have to attend?
•
What if I can’t?
•
Do I need to prepare? How?
Chapter 4
Business Communication, 15th edition by Lehman and DuFrene
Copyright
2008 by Thomson/South-Western
Be Positive!
•
State what to do—not what to avoid.
•
Say what you can do—not what you
can’t do.
•
Use neutral rather than blaming
language.
•
Use words that create a positive
feeling.
•
Take every opportunity to
communicate positively.
Chapter 4
Business Communication, 15th edition by Lehman and DuFrene
Copyright
2008 by Thomson/South-Western
Know Where Passive Verbs
Belong
Chapter 4
Business Communication, 15th edition by Lehman and DuFrene
Copyright
2008 by Thomson/South-Western
Do More With Less!
•
For over a decade, the message at
work has been “Do more with less!
•
Lighten up your sentences, watch
for heavy phrases.
Chapter 4
Business Communication, 15th edition by Lehman and DuFrene
Copyright
2008 by Thomson/South-Western
Every now and then we get stuck.
•
Imagine that you are talking with
your reader.
•
Write without censoring yourself.
•
Review some of your past writing.
•
Talk with classmates.
•
Take a break.
Chapter 4
Business Communication, 15th edition by Lehman and DuFrene
Copyright
2008 by Thomson/South-Western
Building Blocks for sentences
A clause is group of related words
Containing a subject and a verb.
It is different from a phrase in that a
phrase does not include a subject
and a verb relationship.
Chapter 4
Business Communication, 15th edition by Lehman and DuFrene
Copyright
2008 by Thomson/South-Western
Sentence Structure
Business Communication, 15th edition by Lehman and DuFrene
Copyright
2008 by Thomson/South-Western
Type of clauses
Independent_ A clause that can stand
by itself and still make sense.
Examples:
1. Sales increased in May.
2. The job can be completed by the
end of the year.
Chapter 4
Business Communication, 15th edition by Lehman and DuFrene
Copyright
2008 by Thomson/South-Western
Type of clauses
Dependent_ A clause that cannot stand
by itself.
Examples:
1. As the president reported this morning
2. If construction is begun soon
Chapter 4
Business Communication, 15th edition by Lehman and DuFrene
Copyright
2008 by Thomson/South-Western
What is a sentence fragment?
A dependent clause trying to stand
by itself.
Examples:
1. As the president reported this
morning.
2. If construction is begun soon.
Chapter 4
Business Communication, 15th edition by Lehman and DuFrene
Copyright
2008 by Thomson/South-Western
Hands ON
Business Communication, 15th edition by Lehman and DuFrene
Copyright
2008 by Thomson/South-Western
Classify the following clauses
1. The union has gone on strike
2. All manufacturing lines have
stopped production
3. Because contract terms cannot be
reached
4. A settlement is expected at the end
of the week
Chapter 4
Business Communication, 15th edition by Lehman and DuFrene
Copyright
2008 by Thomson/South-Western
Classify the following clauses
1. The union has gone on strike. (I)
2. All manufacturing lines have
stopped production. (I)
3. Because contract terms cannot be
reached
(D)
4. A settlement is expected at the end
of the week. (I)
Chapter 4
Business Communication, 15th edition by Lehman and DuFrene
Copyright
2008 by Thomson/South-Western
Write sentences with the following
clauses
a) 1
b) 1 and 2
c) 3 and 1
d) 3, 1 and 4
Chapter 4
Business Communication, 15th edition by Lehman and DuFrene
Copyright
2008 by Thomson/South-Western
Answers
a) The union has gone on strike. (I)
b) The union has gone on strike, and all
manufacturing lines have stopped
production. (I, and I.)
c)
Because contract terms cannot be
reached, the Union has gone on strike.
(D,I.)
d) Because contract terms cannot be reached,
the union has gone on strike; but a
settlement is expected at the end of the
week. (D,I; but I.)
Chapter 4
Business Communication, 15th edition by Lehman and DuFrene
Copyright
2008 by Thomson/South-Western
The Active Voice
Business Communication, 15th edition by Lehman and DuFrene
Copyright
2008 by Thomson/South-Western
Active Verbs
In sentences in which the subject is the doer of
action, the verbs are called active.
Example:
1.
Chapter 4
Our sales reps transfer reports
electronically from remote locations to the
home office.
Business Communication, 15th edition by Lehman and DuFrene
Copyright
2008 by Thomson/South-Western
Active Voice
Using the active voice
suggests to the
receiver that you are actionoriented and decisive.
Chapter 4
Business Communication, 15th edition by Lehman and DuFrene
Copyright
2008 by Thomson/South-Western
Passive Verbs
In sentences in which the subject is the receiver
of action, the verbs are called passive.
Example:
1.
Chapter 4
Reports are transferred electronically from
remote locations to the home office.
Business Communication, 15th edition by Lehman and DuFrene
Copyright
2008 by Thomson/South-Western
Know Where Passive Verbs
Belong
1. When you don’t know who
performed the action.
2. When it doesn’t matter who
performs the action.
3. When we want to avoid blaming
someone.
4. When we want to soften a directive.
Chapter 4
Business Communication, 15th edition by Lehman and DuFrene
Copyright
2008 by Thomson/South-Western
Hands ON
Business Communication, 15th edition by Lehman and DuFrene
Copyright
2008 by Thomson/South-Western
Classify the following sentences as
using the active or passive voice.
1. The system analyst prepared the
documentation.
2. The loan approval procedures
were revised by the loan officer.
Chapter 4
Business Communication, 15th edition by Lehman and DuFrene
Copyright
2008 by Thomson/South-Western
Classify the following sentences as
using the active or passive voice.
1. The system analyst prepared the
documentation. (A)
2. The loan approval procedures
were revised by the loan officer.
(P)
Chapter 4
Business Communication, 15th edition by Lehman and DuFrene
Copyright
2008 by Thomson/South-Western
Change the passive voice to active
and the active voice to passive
Answers:
1. The documentation was prepared
by the system analyst. (P)
2. The loan officer revised the loan
approval procedures. (A)
Chapter 4
Business Communication, 15th edition by Lehman and DuFrene
Copyright
2008 by Thomson/South-Western
Homework
•
•
Read Chapter 4
Go to the class wiki page and listen
to the podcast by grammar girl on
when to use the active and passive
voice.
Business Communication, 15th edition by Lehman and DuFrene
Copyright
2008 by Thomson/South-Western