2. Chapter 1, Slide 2Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 2Mary Ellen Guffey, Essentials of Business Communication, 8e
3. Chapter 3, Slide 3Mary Ellen Guffey, Essentials of Business Communication, 8e
Collecting InformationCollecting Information
Search manually (books, magazines,
journals).
Access electronically (Internet, databases,
compact disks).
Go to the source (interviews, surveys,
questionnaires, focus groups).
Conduct scientific experiments (measure
variables using control groups).
4. Chapter 3, Slide 4Mary Ellen Guffey, Essentials of Business Communication, 8e
Informal ResearchInformal Research
Look in your
organization’s files.
Talk with your boss.
Interview the target
audience.
Conduct an informal
survey.
Brainstorm for ideas.
5. Chapter 1, Slide 5Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 5Mary Ellen Guffey, Essentials of Business Communication, 8e
Organizing
Information
Into an
Outline
6. Chapter 3, Slide 6Mary Ellen Guffey, Essentials of Business Communication, 8e
Tips for Making OutlinesTips for Making Outlines
Tips:
Define main topic in title.
Divide the topic into three to five main points.
Break the components into subpoints.
Make each component exclusive
(no overlapping).
Don't put a single item under a major
component.
Use details and evidence to support subpoints.
7. Chapter 1, Slide 7Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 7Mary Ellen Guffey, Essentials of Business Communication, 8e
OrganizingOrganizing
BusinessBusiness
MessagesMessages
OrganizingOrganizing
BusinessBusiness
MessagesMessages
DIRECT STRATEGYDIRECT STRATEGY
Main idea comes
first followed by
details and explanations
Main idea comes
first followed by
details and explanations
8. Chapter 1, Slide 8Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 8Mary Ellen Guffey, Essentials of Business Communication, 8e
9. Chapter 1, Slide 9Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 9Mary Ellen Guffey, Essentials of Business Communication, 8e
OrganizingOrganizing
BusinessBusiness
MessagesMessages
OrganizingOrganizing
BusinessBusiness
MessagesMessages INDIRECT STRATEGYINDIRECT STRATEGY
Explanation precedes
main idea
Explanation precedes
main idea
10. Chapter 1, Slide 10Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 10Mary Ellen Guffey, Essentials of Business Communication, 8e
11. Chapter 1, Slide 11Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 11Mary Ellen Guffey, Essentials of Business Communication, 8e
AdvantagesAdvantagesAdvantagesAdvantages
DIRECT
STRATEGY
DIRECT
STRATEGY
Saves reader’s time
Sets a proper frame of mind
Prevents frustration
Appears businesslike
INDIRECT
STRATEGY
INDIRECT
STRATEGY
Respects feelings of audience
Encourages a fair hearing
Minimizes a negative reaction
12. Chapter 1, Slide 12Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 12Mary Ellen Guffey, Essentials of Business Communication, 8e
Useful whenUseful whenUseful whenUseful when
DIRECT
STRATEGY
DIRECT
STRATEGY
Receiver is receptive
Receiver requires no education
about topic
Message is routine
INDIRECT
STRATEGY
INDIRECT
STRATEGY
Receiver may be upset or
hostile
Receiver must be persuaded or
educated
Message is sensitive
13. Chapter 3, Slide 13Mary Ellen Guffey, Essentials of Business Communication, 8e
Effective SentencesEffective Sentences
subject verb
Employees send many e-mail messages.
Complete
Sentences
PhrasesClauses
Complete sentences have subjects
and verbs and make sense
(are capable of standing alone).
14. Chapter 3, Slide 14Mary Ellen Guffey, Essentials of Business Communication, 8e
Effective SentencesEffective Sentences
Clauses also have subjects and verbs.
Independent clauses can stand alone.
Dependent clauses rely on independent
clauses for their meaning.
Complete
Sentences
PhrasesClauses
dependent clause independent clause
When you speak, you reveal yourself.
15. Chapter 3, Slide 15Mary Ellen Guffey, Essentials of Business Communication, 8e
Effective SentencesEffective Sentences
Phrases are groups of related
words without subjects and verbs.
Complete
Sentences
PhrasesClauses
phrase phrase
In the afternoon, I work at the mall.
16. Chapter 1, Slide 16Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 16Mary Ellen Guffey, Essentials of Business Communication, 8e
Fragment
Even though the pay was low. Many candidates
applied.
Revision:
Even though the pay was low, many candidates
applied.
Avoid
sentence
fragments.
17. Chapter 1, Slide 17Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 17Mary Ellen Guffey, Essentials of Business Communication, 8e
Fused Sentences
Two candidates applied only one was hired.
Avoid
sentence
fragments.
Avoid run-
on (fused)
sentences.
Revisions:
Two candidates applied. Only one was hired.
Two candidates applied; only one was hired.
Two candidates applied, but only one was hired.
18. Chapter 1, Slide 18Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 18Mary Ellen Guffey, Essentials of Business Communication, 8e
Comma Splice
Many were qualified, Jeff was hired.
Avoid
sentence
fragments.
Avoid
comma-
splice
sentences.
Avoid run-
on (fused)
sentences.
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.
19. Chapter 1, Slide 19Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 19Mary Ellen Guffey, Essentials of Business Communication, 8e
Quick
Check
Revise the following to avoid
fragments, run-on sentences, and
comma-splices.
You can create a Web-
based job portfolio; it
will impress potential
employers.
You can create a Web-
based job portfolio it will
impress potential
employers.
Send a scannable
résumé. When you apply
for a job.
Send a scannable
résumé when you
apply for a job.
20. Chapter 1, Slide 20Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 20Mary Ellen Guffey, Essentials of Business Communication, 8e
Although technical skills
are important,
communication skills are
also in great demand.
College used to be for
young people; however,
many older students now
seek degrees.
Although technical skills
are important.
Communication skills
are also in great
demand.
College used to be for
young people, however
many older students
now seek degrees.
Revise the following to avoid
fragments, run-on sentences, and
comma-splices.
21. Chapter 1, Slide 21Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 21Mary Ellen Guffey, Essentials of Business Communication, 8e
Technology is changing
the business world.
People are writing more
messages than ever
before. OR: Technology
is changing the business
world; people are . . . .
Technology is changing
the business world
people are writing more
messages than ever
before.
Revise the following to avoid
fragments, run-on sentences, and
comma-splices.
22. Chapter 1, Slide 22Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 22Mary Ellen Guffey, Essentials of Business Communication, 8e
Executives are busy.
They won't read
wordy messages and
reports. OR:
Executives are busy;
they won't read . . . .
Executives are busy,
they won't read
wordy messages and
reports.
Revise the following to avoid
fragments, run-on sentences, and
comma-splices.
23. Chapter 3, Slide 23Mary Ellen Guffey, Essentials of Business Communication, 8e
Emphasis ThroughEmphasis Through
MechanicsMechanics
Underlining:
Which of these methods do you prefer?
Italics and Boldface:
The use of boldface and italics captures the
reader’s attention.
All Caps:
Notice how EXPENSE-FREE VACATION stands
out.
24. Chapter 3, Slide 24Mary Ellen Guffey, Essentials of Business Communication, 8e
Tabulation: Listing items vertically emphasizes
them:
1. First item
2. Second item
3. Third item
Dashes:
Other methods–including dashes–may be used.
Emphasis ThroughEmphasis Through
MechanicsMechanics
25. Chapter 1, Slide 25Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 25Mary Ellen Guffey, Essentials of Business Communication, 8e
Which of these
other means of
achieving
mechanical
emphasis is/are
appropriate in
business letters?
White space
Color
Lines
Boxes
Columns
Titles
Headings
Subheadings
Discuss any differences with the
suggested answers provided.
26. Chapter 1, Slide 26Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 26Mary Ellen Guffey, Essentials of Business Communication, 8e
Discuss any differences with the
suggested answers provided.
White space
Color
Lines
Boxes
Columns
Titles
Headings
Subheadings
Which of these
other means of
achieving
mechanical
emphasis is/are
appropriate in
memos?
27. Chapter 1, Slide 27Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 27Mary Ellen Guffey, Essentials of Business Communication, 8e
Discuss any differences with the
suggested answers provided.
White space
Color
Lines
Boxes
Columns
Titles
Headings
Subheadings
Which of these
other means of
achieving
mechanical
emphasis is/are
appropriate in
e-mail
messages?
28. Chapter 1, Slide 28Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 28Mary Ellen Guffey, Essentials of Business Communication, 8e
Discuss any differences with the
suggested answers provided.
White space
Color
Lines
Boxes
Columns
Titles
Headings
Subheadings
Which of these
other means of
achieving
mechanical
emphasis is/are
appropriate in
reports?
29. Chapter 3, Slide 29Mary Ellen Guffey, Essentials of Business Communication, 8e
Emphasis and De-emphasisEmphasis and De-emphasis
Through StyleThrough Style
To emphasize an idea
Use a vivid expression, such as in bug-free
software rather than dependable software.
Label the idea with expressions such as more
importantly, the principal reason, or the best
alternative.
Put the important idea first or last in the
sentence.
Put the important idea in a simple sentence or in
an independent clause.
30. Chapter 3, Slide 30Mary Ellen Guffey, Essentials of Business Communication, 8e
To de-emphasize an idea
Use general, rather than specific, 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.
Although items cannot be returned for cash,
you will receive store credit for any returned
purchases.
Emphasis and De-emphasisEmphasis and De-emphasis
Through StyleThrough Style
31. Chapter 3, Slide 31Mary Ellen Guffey, Essentials of Business Communication, 8e
Active- and Passive-Voice VerbsActive- and Passive-Voice Verbs
Active-voice verbs show the subject
performing the action.
Most major employers require drug testing.
(Active voice; the subject is acting)
Dr. Smith recommended Tina for the job.
(Active voice; the subject is acting)
32. Chapter 3, Slide 32Mary Ellen Guffey, Essentials of Business Communication, 8e
In passive-voice sentences, the subject is
being acted upon. Passive-voice verbs
require helper verbs:
Active- and Passive-Voice VerbsActive- and Passive-Voice Verbs
Drug testing is required by most major employers.
(Passive voice; the subject is being acted upon)
Tina was recommended for the job by Dr. Smith.
(Passive voice; the subject is being acted upon)
33. Chapter 3, Slide 33Mary Ellen Guffey, Essentials of Business Communication, 8e
Active- and Passive-Voice VerbsActive- and Passive-Voice Verbs
Use the active voice for most business
writing.
Use the passive voice to emphasize an
action or the recipient of the action–rather
than the actor (New laws were passed; drunk
drivers were targeted).
Use the passive voice to break bad news
(Although your lease cannot be renewed, we
can offer . . . ).
34. Chapter 1, Slide 34Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 34Mary Ellen Guffey, Essentials of Business Communication, 8e
Quick
Check
Convert the following sentences to
active voice. You may have to add a
subject.
Our membership
meeting was postponed
by the president.
The résumés of job
candidates are sorted
quickly by the software
program Resumix.
The president postponed
our membership
meeting.
The software program
Resumix sorts résumés
of job candidates quickly.
35. Chapter 1, Slide 35Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 35Mary Ellen Guffey, Essentials of Business Communication, 8e
Convert the following sentences to
active voice. You may have to add a
subject.
All team messages are
sent by e-mail.
Drug tests are required
of all new employees.
Team members send all
messages by e-mail.
The company requires
drug tests for all new
employees.
36. Chapter 1, Slide 36Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 36Mary Ellen Guffey, Essentials of Business Communication, 8e
Convert the following sentences to
active voice. You may have to add a
subject.
We were given our
orders by the manager.
Our intranet is used by
employees to complete
forms.
The manager gave us
our orders.
Employees use our
intranet to complete
forms.
37. Chapter 1, Slide 37Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 37Mary Ellen Guffey, Essentials of Business Communication, 8e
Convert the following sentences to
passive voice.
We must delay
shipment of your
merchandise because
of heavy demand.
Management rejected
our plan.
Your merchandise
shipment must be
delayed because of
heavy demand.
Our plan was rejected by
management.
38. Chapter 1, Slide 38Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 38Mary Ellen Guffey, Essentials of Business Communication, 8e
Convert the following sentences to
passive voice.
The technician could not
install the computer
program.
Someone did not submit
the accounting
statement on time.
The computer program
could not be installed.
The accounting
statement was not
submitted on time.
39. Chapter 3, Slide 39Mary Ellen Guffey, Essentials of Business Communication, 8e
Developing ParallelismDeveloping Parallelism
Parallel expression uses balanced construction.
Match nouns with nouns, verbs with verbs,
phrases with phrases, and clauses with clauses.
Training sessions
have been stimulat-
ing and challenging.
(Matches -ing verbals)
Training sessions
have been stimulat-
ing and challenging.
(Matches -ing verbals)
Training sessions
have been stimulat-
ing and a challenge.
Training sessions
have been stimulat-
ing and a challenge.
Poor Parallel
40. Chapter 3, Slide 40Mary Ellen Guffey, Essentials of Business Communication, 8e
We are very
concerned with the
quality, location, and
transportation costs
of raw materials.
(Matches nouns)
We are very
concerned with the
quality, location, and
transportation costs
of raw materials.
(Matches nouns)
We are very
concerned with the
quality of raw
materials, where
they are located, and
how much it costs to
transport them.
We are very
concerned with the
quality of raw
materials, where
they are located, and
how much it costs to
transport them.
Poor Parallel
Developing ParallelismDeveloping Parallelism
41. Chapter 3, Slide 41Mary Ellen Guffey, Essentials of Business Communication, 8e
Serena takes the
telephone orders,
Matt locates the
items in the ware-
house, and Yolanda
sends the items.
(Matches active-voice verbs)
Serena takes the
telephone orders,
Matt locates the
items in the ware-
house, and Yolanda
sends the items.
(Matches active-voice verbs)
Serena takes the
telephone orders,
Matt locates the
items in the ware-
house, and the
items are sent by
Yolanda.
Serena takes the
telephone orders,
Matt locates the
items in the ware-
house, and the
items are sent by
Yolanda.
Poor Parallel
Developing ParallelismDeveloping Parallelism
42. Chapter 1, Slide 42Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 42Mary Ellen Guffey, Essentials of Business Communication, 8e
Quick
Check
How could parallelism be improved in
the following sentence?
Our knowledge
management system
focuses on the
collecting, storing,
and sharing of best
practices.
Our knowledge
management system
focuses on the
collecting, storage,
and sharing of best
practices.
43. Chapter 1, Slide 43Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 43Mary Ellen Guffey, Essentials of Business Communication, 8e
How could parallelism be improved in
the following sentence?
The fall seminar is in
October, the winter
seminar is in
December, and the
spring seminar is in
May.
The fall seminar is in
October, December
is scheduled for the
winter seminar, and
May is the month of
the spring seminar.
44. Chapter 1, Slide 44Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 44Mary Ellen Guffey, Essentials of Business Communication, 8e
How could parallelism be improved in
the following sentence?
We are pleased to
recommend Elizabeth
because she is
sincere, reliable, and
diligent.
We are pleased to
recommend
Elizabeth because
she has sincerity,
she is reliable, and
she works with
diligence.
45. Chapter 3, Slide 45Mary Ellen Guffey, Essentials of Business Communication, 8e
Dangling andDangling and
Misplaced ModifiersMisplaced Modifiers
For clarity, modifiers must be
close to the words they
describe or limit. Be particularly
careful to place a logical
subject immediately after an
introductory verbal phrase.
46. Chapter 3, Slide 46Mary Ellen Guffey, Essentials of Business Communication, 8e
After considering
the problem
carefully,
management
suggested new
procedures.
After considering
the problem
carefully,
management
suggested new
procedures.
After considering
the problem
carefully, new
procedures were
suggested by
management.
After considering
the problem
carefully, new
procedures were
suggested by
management.
Poor Revised
Dangling andDangling and
Misplaced ModifiersMisplaced Modifiers
47. Chapter 3, Slide 47Mary Ellen Guffey, Essentials of Business Communication, 8e
Any student who is
enrolled in the
college has full
online privileges.
Any student who is
enrolled in the
college has full
online privileges.
Any student has full
online privileges who
is enrolled in the
college.
Any student has full
online privileges who
is enrolled in the
college.
Poor Revised
Dangling andDangling and
Misplaced ModifiersMisplaced Modifiers
48. Chapter 3, Slide 48Mary Ellen Guffey, Essentials of Business Communication, 8e
It’s hard to under-
stand why employees
with software
problems would not
go to our technical
support staff.
It’s hard to under-
stand why employees
with software
problems would not
go to our technical
support staff.
It’s hard to under-
stand why employees
would not go to our
technical support
staff with software
problems.
It’s hard to under-
stand why employees
would not go to our
technical support
staff with software
problems.
Poor Revised
Dangling andDangling and
Misplaced ModifiersMisplaced Modifiers
49. Chapter 3, Slide 49Mary Ellen Guffey, Essentials of Business Communication, 8e
Using a search
engine, we finally
located the Web site.
Using a search
engine, we finally
located the Web site.
Using a search
engine, the Web
site was finally
located.
Using a search
engine, the Web
site was finally
located.
Poor Revised
Dangling andDangling and
Misplaced ModifiersMisplaced Modifiers
50. Chapter 1, Slide 50Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 50Mary Ellen Guffey, Essentials of Business Communication, 8e
Quick
Check
Revise the following sentence to correct any
misplaced modifiers. Retain the introductory
phrases.
To be hired, two years
of experience is
required.
Dipped in butter, you
can really enjoy a fine
lobster.
To be hired, one must
have two years of
experience.
Dipped in butter, a fine
lobster can truly be
enjoyed.
51. Chapter 1, Slide 51Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 51Mary Ellen Guffey, Essentials of Business Communication, 8e
By advertising
extensively, all open
jobs were filled quickly.
After leaving the office,
Jeff's car would not
start.
By advertising
extensively, we filled all
open jobs quickly.
After leaving the office,
Jeff could not start his
car.
Revise the following sentence to correct any
misplaced modifiers. Retain the introductory
phrases.
52. Chapter 1, Slide 52Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 52Mary Ellen Guffey, Essentials of Business Communication, 8e
She died in the house in
which she was born at
the age of 88.
Despite being
paralyzed, doctors
hoped that Mark would
walk again.
At the age of 88, she
died in the house in
which she was born.
Despite Mark's paralysis,
doctors hoped that he
would walk again.
Revise the following sentence to correct any
misplaced modifiers. Retain the introductory
phrases.
53. Chapter 1, Slide 53Mary Ellen Guffey, Essentials of Business Chapter 3, Slide 53Mary Ellen Guffey, Essentials of Business Communication, 8e
Revise the following sentence to correct
any misplaced modifiers.
The sentence is
correct as it stands.
“You” is the
understood subject of
a command.
To receive an
employment form, fill
out this application.
(Tricky!)
54. Chapter 3, Slide 54Mary Ellen Guffey, Essentials of Business Communication, 8e
Three Ways to AchieveThree Ways to Achieve
Paragraph CoherenceParagraph Coherence
Next month we plan to launch a promotion
for our new Web site. The promotion will
involve newspaper and TV campaigns.
To help guide your reader or listener from
one thought to another, develop coherence
by using one of these devices:
Repeat a key idea or key words.
55. Chapter 3, Slide 55Mary Ellen Guffey, Essentials of Business Communication, 8e
Considerable interest is being
shown in our extended
certificates of deposit. They are
more profitable when left on
deposit for long periods.
Use a pronoun.
Three Ways to AchieveThree Ways to Achieve
Paragraph CoherenceParagraph Coherence
56. Chapter 3, Slide 56Mary Ellen Guffey, Essentials of Business Communication, 8e
Time Association
before, after
first, second
meanwhile
next
until
when, whenever
Use an appropriate transitional
expression.
Three Ways to AchieveThree Ways to Achieve
Paragraph CoherenceParagraph Coherence
57. Chapter 3, Slide 57Mary Ellen Guffey, Essentials of Business Communication, 8e
Cause–Effect
consequently
for this reason
hence
therefore
Contrast
although
but
however
instead
nevertheless
on the other hand
Three Ways to AchieveThree Ways to Achieve
Paragraph CoherenceParagraph Coherence
58. Chapter 3, Slide 58Mary Ellen Guffey, Essentials of Business Communication, 8e
Illustration
in this way
for example
Additional Idea
furthermore
in addition
likewise
moreover
similarly
TIP: Paragraphs
with eight or fewer
printed lines look
inviting and readable.
Three Ways to AchieveThree Ways to Achieve
Paragraph CoherenceParagraph Coherence
59. Chapter 3, Slide 59Mary Ellen Guffey, Essentials of Business Communication, 8e
Composing the First DraftComposing the First Draft
Complete all necessary research.
Find a quiet place to concentrate and work.
Prohibit calls, visitors, and interruptions.
Organize information into an outline.
Decide whether to write quickly (freewriting)
OR revise as you go.
Imagine you are talking to a reader or
listener.