Notes Chapter 6 NOTES - CHAPTER 6 NOTES Moving Beyond Your...

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CHAPTER 6 NOTES Moving Beyond Your First Draft Since the first draft is rarely good enough, plan on going over a document at least three times: One pass for content, organization, style, and tone One pass for readability One pass for clarity and conciseness Successful businesspeople improve the effectiveness of their communication by being willing to go over the same document several times. Revising Your Message The nature of revision will vary according to the medium you’re using and the nature of each message, but it is important to revise all the messages you send since audiences will equate the quality of your writing with the quality of your thinking, decision making, and other business skills. If possible, let your draft age a day or two before revising it. To evaluate content, ask: Is the information accurate? Is the information relevant to your audience? Is there enough information to satisfy your readers’ needs? Is there a good balance between the general and the specific? To review organization, ask: Are all your points covered in the most logical order? Do the most important ideas receive the most space, and are they placed in the most prominent positions? Would the message be more convincing if it were arranged in another sequence? Are any points repeated unnecessarily? Are all details grouped together logically, or are some details still scattered through the document?
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Ask whether you have achieved the right style and tone for your audience. The beginning and the end of your draft have the greatest impact on your audience, so give them extra attention during this first pass. During your second pass, focus on readability: Readers will save time and understand your messages better. Your reputation for well-crafted documents will garner more attention for your work. Many indexes have been developed over the years in an attempt to measure readability: Flesch-Kincaid Grade Level score Flesch Reading Ease score Although readability formulas offer a useful reference point, they are all limited by what they are able to measure: They can measure word length, number of syllables, sentence length, and paragraph length. They cannot measure audience analysis, writing clarity, or document design. Help readers skim your message by Varying the sentence length Using shorter paragraphs Using lists and bullets instead of narrative Adding effective headings and subheadings By varying sentence length, you can create a rhythm that Emphasizes important points Enlivens your writing style Makes your information appealing to your reader Each sentence length has its advantages: Short sentences can be processed quickly, and they are easier for nonnative speakers to interpret. Medium-length sentences are useful for showing the relationships among ideas.
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This note was uploaded on 04/08/2010 for the course COMMUNICAT comm100 taught by Professor Martin during the Summer '09 term at École Normale Supérieure.

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Notes Chapter 6 NOTES - CHAPTER 6 NOTES Moving Beyond Your...

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