Chapter 6: Revising Business Messages – Flashcards

-Eliminate flabby expressions -Limit long lead-ins (unnecessary introductory words) -Drop unnecessary opening fillers -Replace redundancies (expressions that repeat meaning or include unnecessary words) -Purge empty words -Keep it simple by avoiding indirect, pompous language -Dump trite "business" phrases (worn-out expressions) -Drop cliches -Drop Slang -Unbury verbs that are needlessly converted to wordy noun expressions -Control exuberance

-Enhance white space by **Adding headlines **Including bulleted or numbered lists **Using short sentences **Writing short paragraph **Setting effective margins -Use 1 to 1 1/2 inch margins -Setting for ragged-right margins -Choose appropriate typefaces -Use 10-12 pt font -Use vertical lists or enumerated items within sentences within sentences to improve comprehension -Use parallel construction by expressing similar ideas in balanced, matching constuctions -Use numbered lists to show a sequence -Use bulleted lists to highlight without necessarily showing a sequence -Add headings for quick comprehension -Types of headings to consider **Main headings **Subheadings **Category headings

-Names and Numbers -Format -Spelling -Grammar -Punctuation

-For reading messages on screen **Use the down arrow to reveal one line at a time **Read from a printed copy, to be safer -In general **Look for typos, misspellings, and easily confused words **Study the document for inconsistencies and ambiguous expressions **Look for factual errors

_Print a copy, preferably double spaced -set it aside and take a breather - allow adequate time for careful proofing -expect errors and congratulate yourself when you can find them -read the message at least time- once for meaning and once for grammar and mechanics -reduce your reading and focus on the individual words

Circular Did you encourage feedback so that you will know its success? -> How successful will this communication be? -> Does the message say what you want it to say?