商務(wù)與管理溝通（英文版 原書第12版）課件 Ch04 Planning,Composing,and Revising

Chapter4Planning,Composing,andRevisingLearningObjectives4-1 Activitiesinvolvedinthecomposingprocessandhowtousetheseactivitiestoyouradvantage.4-2 Guidelinesforeffectivewordchoice,sentenceconstruction,andparagraphorganization.4-3 Techniquestorevise,edit,andproofreadyourcommunications.TheWaysGoodWritersWriteRealizethatthefirstdraftcanberevisedWriteregularlybutinsmallchunksHavecleargoalsfocusingonaudience(s)andpurposeHaveseveraldifferentstrategiestochoosefromUserulesandguidelinesflexiblyWaittoedituntildraftiscompleteEthicsandtheWritingProcess:PlanningAsyouplanamessage:IdentifyallaudiencesIndifficultsituations,seekalliesinyourorganizationanddiscussyouroptionsEthicsandtheWritingProcess:ComposingAsyoucompose:ProvideaccurateandcompleteinformationUsereliablesourcesofmaterial;documentsourcesWarnreadersoflimitsordangersininformationPromiseonlywhatyoucandeliverEthicsandtheWritingProcess:RevisionAsyourevise:Makelanguageclearandbias-freeUsefeedbacktorevisetextandvisualsthataudiencemightmisunderstandAssumedocumentisconfidentialAssumeyourpublicdiscoursecanbesubvertedfromyourintendedmessageComposingProcessIsNotLinearPlanningAnalyzethesituationBrainstorminformationtoincludeGatherinformationSelectpointsOrganizeWritingPutwordsdownonpaperorscreenCreateroughdraftComposeformaldraftRevisingEvaluateyourworkGetcriticalfeedbackReviseasnecessaryEditandproofreadJumptolongimagedescriptionUseYourTimeEffectivelyWritingshouldnottakeupallofyourtimeinthecomposingprocess:1/3Analyzethesituation1/3Write1/3EvaluateandreviseBrainstorming,Planning,andOrganizingSpendsubstantialtimeplanningandorganizingUseanalysisquestionstoidentifypurposeandaudience(Chapter1)Usestrategiestoanalyzeaudienceandaudiencebenefits(Chapter2)GatherinformationyoucanuseinyourdocumentSelectpointstomakeandsupportingmaterialsOvercomingWriter’sBlockPrepareforwritingPracticewritingregularlyandinmoderationTalkpositivelytoyourselfTalktootherpeopleaboutwritingIfIdeasStillDon’tCome,Try… BrainstormingFreewritingClusteringTalkingtoyouraudienceJustStartPuttingIdeasDownDownDraftJustgetsomeideasdown—don’tworryaboutorganization,expression,style,mechanics,grammar,punctuation—justgetideasdownUpDraftStartfixingthefirstdraft.Thinkaboutclarity,completeness,andcorrectness.BusinessStylesBestrategicwhenchoosingthestyleofexpressiontouseinyourdocument:ConversationalstyleBusinessstyleTermpaperstyleBusinessStyleTips Befriendlyandinformalifyou’vetalkedwithsomeoneAvoidcontractions,slang,andminorgrammaticallapsesifyoudonotknowsomeoneConfidentpeoplearemoredirectThePlainLanguageMovementSimplifycommunicationsforeasiercomprehensionShortsentencesEverydaywordsActivevoiceBulletlistsDescriptiveheadingsIndividualizedStylesGoodbusinessstyleisn’tone-wayonly;itallowsforindividualvariation“CharlieandIhaveagaindonnedoursafarioutfitsandresumedoursearchforelephants.”“MaeWesthaditright:‘Toomuchofagoodthingcanbewonderful.’”“ButwishingmakesdreamscometrueonlyinDisneymovies;it’spoisoninbusiness.”Half-Truth#1“Writeasyoutalk.”Half-Truth#2“NeveruseI.”Half-Truth#3“Neveruseyou.”Half-Truth#4“Neverbeginasentencewithandorbut.”Half-Truth#5“Neverendasentencewithapreposition.”Half-Truth#6“Neverhaveasentencewithmorethan20wordsoraparagraphwithmorethan8lines.”Half-Truth#7“Bigwordsimpresspeople.”Half-Truth#8“Businesswritingdoesnotdocumentsources.”WaystoMakeYourWritingEasiertoReadDirect,simplewriting“HighImpact”versionhad:SimplesentencesinnormalwordorderActiveverbsConcretelanguageShortparagraphsHeadingsandlistsFirstandsecondpronounsResults:The“highimpact”versiontook22percentlesstimetoreadReadersunderstoodthereportbetterInstructionsweremorelikelytobefollowedAsYouChooseWordsThebestworddependsoncontext:thesituation,yourpurposes,youraudience,andthewordsalreadyused1.Usewordsthatare:Accurate—MeanwhatyouwanttosayAppropriate—ConveyattitudeyouwantandfitwellwithotherwordsinyourdocumentFamiliar—EasytoreadandunderstandAccurateDenotationsDenotationisaword’sliteralordictionarymeaningMostcommonwordshavemultipledenotationsConsiderthewordpound:UnitofweightPlacewherestrayanimalsarekeptUnitofmoneyinBritainVerbtohitWhentwopeopleusethesamewordtomean,ordenote,differentthings,bypassingoccursBypassingcausesconfusionandfrustrationAppropriateConnotationsConnotationsaretheemotionalorassociationsthataccompanyawordConnotationsofapprovalordisapproval:FirmorobstinateFlexibleorwishy-washyExpensivecarsaren’tused,theyare:Pre-owned,experienced,previouslyadoredConnotationschangeovertime.Thewordcharityhadacquiredsuchnegativeconnotationsbythe19thcenturythatpeoplebegantousethetermwelfareinstead.Now,welfarehasacquirednegativeassociations.Stateshavepublicassistance.EthicalImplicationsofWordChoiceHowpositivelycanwepresentsomethingandstillbeethical?WordchoiceshaveethicalimplicationsintechnicalcontextsaswellFamiliarWordsFormalandStuffyamelioratecommenceenumeratefinalizeprioritizeutilizeviableoptionShortandSimpleimprovebeginlistfinish,completerankusechoice2.UseJargonSparinglyTwokindsofjargon:TechnicaljargonUseforapplicationmaterialstoshowyou’recompetentBusinessjargon“Asperyourrequest;”“enclosedpleasefind;”“pleasedonothesitate”Noneofthesewordsarenecessary—eliminatethemAsYouWriteandReviseSentences3.UseactivevoicemostofthetimeActiveAverbisactivewhenthegrammaticalsubjectofthesentencedoestheactiontheverbdescribesAnactivevoicemakesyourwritingmoreforcefulPassiveAverbispassivewhenthesubjectisacteduponMakesthesentencelongerMaynotbeclearwhoisdoingtheactionMakeswritingboringandpompousWhentoUsePassiveVoicePassivevoiceisdesirableinthesesituationsEmphasizetheobjectreceivingtheaction,nottheagentProvidecoherencewithinaparagraph.Asentenceiseasiertoreadifoldinformationisinthebeginning.Ifactivevoicewouldrequirethewritertospecifywhodamagedtheorder.Passiveismoretactfulhere.4.UseVerbstoCarrytheWeightPuttheweightofyoursentenceintheverb—notthenoun—tomakeitmoreforcefulandeasiertoreadWeakThefinancialadvantageofowningthisequipmentinsteadofleasingitis10percentaftertaxes.Wewillperformaninvestigationoftheproblem.Selectionofaprogramshouldbebasedontheclient’sneeds.BetterOwningthisequipmentratherthanleasingitwillsaveus10percentaftertaxes.Wewillinvestigatetheproblem.Selecttheprogramthatbestfitstheclient’sneeds.5.EliminateWordinessEliminatewordsthataddnothingCombinesentencestoeliminateunnecessarywordsPutthemeaningofyoursentenceinthesubjectanduseverbstocutthenumberofwords6.VarySentenceLengthandStructureSimplesentenceshaveonemainclauseCompoundsentenceshavetwomainclausesjoinedwithand,but,or,oranotherconjunctionWorkbestwhentheideasintheclausesarecloselyrelatedComplexsentenceshaveonemainandatleastonesubordinateclauseGoodforshowinglogicalrelationshipsReadableprosemixessentencelengthsandvariessentencestructureUseGuidelinesEditsentencesforconcisenessKeepsentencesshortwhensubjectmatteriscomplicatedorfullofnumbersUselongersentencestoshowhowideasarelinkedtoeachotherGroupwordsinlong-andmedium-lengthsentencesintochunksKeepsubjectandverbclosetogether7.UseParallelStructurePutswords,phrases,orclausesinthesamegrammaticalandlogicalformFaultyDuringtheinterview,jobcandidateswill:TakeaskillstestThesupervisorwillinterviewtheprospectiveemployeeAmeetingwithrecentlyhiredworkerswillbeheldParallelDuringtheinterview,jobcandidateswill:TakeaskillstestInterviewwiththesupervisorMeetwithrecentlyhiredworkers8.PutYourReadersinYourSentencesThird-person:he,she,oneAnelectiontonameabeneficiaryotherthantheparticipant’sspousemustbemadewithspousalconsent,foranyparticipantwhoismarried.Second-person:youIfyouaremarried,youneedyourspouse’sconsenttonameabeneficiaryotherthanyourspouse.“You”givesthismoreimpactAsYouWriteandReviseParagraphs9.BeginmostparagraphswithtopicsentencesUnity—paragraphdiscussesoneidea;amarkofgoodwritingTopicsentence—statesmainidea:TellswhatparagraphisaboutForecastsparagraph’sstructureHelpsreadersrememberpoints10.UseTransitionstoLinkIdeasTransition—signalstheconnectionsbetweenideastothereader:TellsifnextsentencecontinuesorstartsnewideaTellsifnextsentenceismoreorlessimportantthanpreviousExamples:inaddition,similarly,forexample,however,on

theotherhandOrganizationalPreferencesforStyleKnowyourorganization:DifferentorganizationsandbosseshavedifferentideasaboutwhatconstitutesgoodwritingStyleservespurposesotherthancommunicationWhenindoubt,askRevising,Editing,andProofreadingOnceyouwriteyourdocument,polishit

Revise:Changecontent,organization,andtonetobettersatisfypurposesandaudiencesEdit:Makesurface-levelchangesandcheckthatdocumentisgrammaticallycorrectProofread:EnsuredocumentisfreefromtypographicalerrorsWhattoLookforWhenYouReviseRevisedraftthreetimesormore:ContentandclarityOrganizationandlayoutToneandstyleReadthedocumentfromstarttofinishDolightrevisionwhentimeisshortWhattoLookforWhenYouEditRevisefirst;theneditEdithardcopy,notonscreenCheckerrorsyouoftenmake:SentencestructureAgreement:subject/verb,noun/pronounPunctuation,numbersWordusage,spellingHowtoCatchTyposCheckwithspellcheckerandbyeyeSwapcopywithproofingbuddyReadoncequicklyformeaningReadagainslowlyCorrectanyerror;rereadthatlineWhenyouknowtextwell:Readbackward(short)Readpagesoutoforder(long)GettingandUsingFeedbackGettingfeedbackimprovesadocumentCycling:processofdrafting,gettingfeedback,revising,andgettingmorefeedbackTechnologyhelpswithgivingandreceivingfeedbackDon’tfeeldefensivewhenreceivingfeedbackUsingBoilerplateBoilerplate:language—sentences,paragraphs,pages—fromapreviousdocument