管理溝通雙語Chap004課件

McGraw-Hill/IrwinCopyright?2009byTheMcGraw-HillCompanies,AllRightsReserved.McGraw-Hill/IrwinChapter4MakingYourWritingEasytoReadGoodStyleHalfTruthsBetterStyleTenWaystoMakeWritingEasiertoReadReadabilityFormulasOrganizationalPreferencesChapter4MakingYourWritingEGoodBusiness&AdministrativeWritingStyleClosertoconversationVariesbyaudienceContainseasy-to-readwords,sentences,andparagraphsAttentiontovisualimpactLessformalthanacademicwriting(exceptreports)GoodBusiness&AdministrativeHalf-TruthsaboutStyleWriteasyoutalkNeveruseINeverbeginsentencewithandorbutNeverendsentencewithprepositionBigwordsimpresspeople1/2Half-TruthsaboutStyleWriteaWriteasYouTalk:Yes...ButYes

DoitforfirstdraftReaddraftaloudtotestButExpectawkward,repetitive,badlyorganizedprosePlantoreviseandeditWriteasYouTalk:Yes...NeverUseI:Yes...ButYes

Icanmakewritingseemself-centeredIcanmakeideasseemtentativeBut

UseItotellwhatyoudid,said,saw—it’ssmootherNeverUseI:Yes...ButYesNeverBeginSentencewithAndorButAndmaymakeideaseemlikeafterthoughtAndgiveseffectofnaturalspeechButservesasasignpost,signalsashiftButcanmakewritingsmootherNeverBeginSentencewithAndNeverEndaSentencewithaPreposition:Yes...ButYes

AprepositionmaynotbeworthemphasizingthiswayReadersexpectsomethingtofollowaprepositionAvoidinjobapplicationletters,reports,formalpresentationsButOKnowandthenNeverEndaSentencewithaPrBigWordsImpressPeople:Yes...ButYes

YoumaywanttoshowformalityortechnicalexpertiseButBigwordsdistanceyoufromreadersBigwordsmaybemisunderstoodMisusedwordsmakeyoulookfoolishBigWordsImpressPeople:YesBuildingBetterStyleWriteWIRMI:WhatIReallyMeanIs

ReaddraftaloudtopersonthreefeetawayAsksomeonetoreaddraftaloudNostiffwordsFixwordswherereaderstumblesBuildingBetterStyleWriteWIRBuildingBetterStyle,continued…Readwidely;writealotStudyrevisedsentencesPolishyourstylewith10techniquesBuildingBetterStyle,continuTenWaystoMakeYourWritingEasytoReadAsyoudraft—Useaccurate,appropriate,andfamiliarwordsAvoidtechnicaljargon;eliminatebusinessjargonTenWaystoMakeYourWritingTenWaystoMakeYourWritingEasytoRead,continued…Asyouwriteandrevise—UseactiveverbsmostofthetimeUseverbs—notnouns—tocarryweightofsentenceEliminatewordinessVarysentencelengthandstructureUseparallelstructurePutreadersinyoursentencesTenWaystoMakeYourWritingTenWaystoMakeYourWritingEasytoRead,continued…Asyoudraftandreviseparagraphs—BeginmostparagraphswithtopicsentenceUsetransitionstolinkideasTenWaystoMakeYourWriting1.UseAccurate,AppropriateWordsDenotation—literalmeanings;dictionarydefinitionsBypassing—twopeopleusingsamewordtomeandifferentthings;causesmix-ups

Connotation—emotionalassociation;attitude

-/+

nosy/curious

fearful/cautious

obstinate/firm

tax/userfee1.UseAccurate,AppropriateW2.UseFamiliarWordsWordsmostpeopleknowWordsthatbestconveyyourmeaningShorter,morecommonwordsSpecific,concretewords

2.UseFamiliarWordsWordsmoUseShort,SimpleAlternatives

Stuffy

Simple

reside

live

commence

begin

enumerate

list

finalize

finish,complete

utilize

useUseShort,SimpleAlternativesAvoidJargon—MostlyJargon—specialtermsoftechnicalfieldUseinjobapplicationlettersUsewhenessentialandknowntoreaderReplacewithplainEnglish,whenpossibleAvoidJargon—MostlyJargon—specOmitBusinessJargonBusinessese—needless,old-fashionedwording Example

Alternative

Enclosedpleasefind

Hereis

Asperyourrequest

Asyouasked

Iacknowledgereceiptof

(beginreply)

Theundersigned

Me

OmitBusinessJargonBusinesses3.UseActiveVerbsActive—subjectofsentencedoesactiontheverbdescribesPassive—subjectisacteduponUsuallyincludesformof“tobe”ChangetoactiveifyoucanDirectobjectbecomessubject3.UseActiveVerbsActive—subjPassivevs.ActiveVerbsP: Theprogramwillbeimplementedbytheagencies.A: Theagencieswillimplementtheprogram.P: Thesebenefitsarereceivedbyyou.A: Youreceivethesebenefits.P: Avideowasordered.A: Thecustomerorderedavideo.

Passivevs.ActiveVerbsP: ThePassivevs.ActiveVerbs,continued…Activeverbsarebetterbecause—ShorterClearerMoreinterestingPassiveverbsarebetterto—EmphasizeobjectreceivingactionGivecoherencebyrepeatingwordinprevioussentenceAvoidplacingblamePassivevs.ActiveVerbs,cont4.UseVerbstoCarryWeightReplacethisphrasewithaverbmakeanadjustment

makeadecisionperformanexaminationtakeintoconsideration

=adjust=decide=examine=consider4.UseVerbstoCarryWeightRe5.EliminateWordinessWordy—ideacanbesaidinfewerwordsConcise;amarkofgoodwritingOmitwordsthatsaynothingUsegerundsandinfinitivesCombinesentencestosavewordsPutthemeaninginsubjectandverb5.EliminateWordinessWordy—idOmitWordsthatSayNothingCutwordsifideaisclearwithoutthem...periodofthreemonths...atthepresenttimeReplacewordyphrasewithonewordIdeally,itwouldbebesttoputthe....Ifpossible,putthe…Therearethreereasonsforoursuccess…Threereasonsexplainthe…OmitWordsthatSayNothingCutUseGerunds&InfinitivesGerund—“ing”formofverbusedasnounInfinitive—verbprecededby“to”Thecompletionoftheprojectrequiresthecollectionandanalysisofadditionaldata.Completingtheprojectrequiresustocollectandanalyzemoredata.wordytightUseGerunds&InfinitivesGerunCombineSentencestoSaveWords:ExampleInfanteprojectedsalesof$43millioninthefirstquarter.Ouractualsaleshavefallenshortofthatfigureby$1.9million.AlthoughInfanteprojectedfirst-quartersalesof$43million,actualsalesare$1.9millionlessthanthat.wordytightCombineSentencestoSaveWordPutMeaningofSentenceinSubject&Verb:ExampleThereasonwearerecommendingthecomputerizationofthisprocessisbecauseitwillreducethetimerequiredtoobtaindataandwillgiveusmoreaccuratedata.Computerizingtheprocesswillgiveusmoreaccuratedatamorequickly.wordytightPutMeaningofSentenceinSub6.VarySentenceLength&StructureEditsentencesfortightnessUseshortsentenceswhensubjectmatteriscomplicatedUselongersentencestoShowhowideaslinktoeachotherAvoidchoppycopyReducerepetition6.VarySentenceLength&StruVarySentenceLength&Structure,

continued…GroupwordsintochunksKeepverbclosetosubjectMixsentencestructuresSimple–1mainclauseCompound–2mainclausesComplex–1main,1subordinateclauseVarySentenceLength&Structu7.UseParallelStructure:ExampleDuringtheinterview,jobcandidateswillTakeaskillstest.Thesupervisorwillinterviewtheprospectiveemployee.Ameetingwithrecentlyhiredworkerswillbeheld.Duringtheinterview,jobcandidateswillTakeaskillstest.Interviewwiththesupervisor.Meetwithrecentlyhiredworkers.faultyparallel7.UseParallelStructure:Ex8.PutReadersinYourSentences:ExampleAnelectiontonameabeneficiaryotherthantheparticipant’sspousemustbemadewithspousalconsent,foranyparticipantwhoismarried.Ifyouaremarried,youneedyourspouse’sconsenttonameabeneficiaryotherthanyourspouse.“You”givesthesecondexamplemoreimpact8.PutReadersinYourSentenc9.BeginMostParagraphswithTopicSentenceUnity—?discussesoneidea;amarkofgoodwritingTopicsentence—statesmainideaTellswhatparagraphisaboutForecastsparagraph’sstructureHelpsreadersrememberpoints9.BeginMostParagraphswith10.UseTransitionstoLinkIdeasTransition—signalstheconnectionsbetweenideastothereaderTellsifnextsentencecontinuesorstartsnewideaTellsifnextsentenceismoreorlessimportantthanprevious10.UseTransitionstoLinkIdUseTransitionstoLinkIdeasToaddorcontinueanidea also likewiseinaddition similarlyfirst,second,finally consequentlyTointroduceanexampleForexample ToillustrateForinstance SpecificallyIndeed AsshowninTable2UseTransitionstoLinkIdeasTUseTransitionstoLinkIdeasToshowcontrastor

ontheotherhandToshowcontrastmoreimportantthanpreviousideabut however neverthelessToshowtimeafter inthefuture nextuntil when beforeUseTransitionstoLinkIdeasTReadabilityFormulas&StyleMeasurestextfeatures,suchasAveragewordlengthAveragesentencelengthSyllablesperwordIgnoresrealdifficultyfactorsComplexityofideasOrganizationofideasLayoutanddesignReadabilityFormulas&StyleMeInsteadofReadabilityFormulas—Testdraftsonactualaudiences.Howlongtofindinformationtheyneed?Dotheymakemistakesusingit?Dotheythinkdraftiseasytouse?InsteadofReadabilityFormulaOrganizationalPreferencesinWritingStyleGoodwritingvariesbyorganizationPreferredstyleshouldbeusedWhenpreferredstyleisbadUsetechniquesinthischapterHelpbosslearnaboutgoodwritingRecognizethatastylemayserveapurposeAskaboutpoorexamplesyoufindOrganizationalPreferencesinMcGraw-Hill/IrwinCopyright?2009byTheMcGraw-HillCompanies,AllRightsReserved.McGraw-Hill/IrwinChapter4MakingYourWritingEasytoReadGoodStyleHalfTruthsBetterStyleTenWaystoMakeWritingEasiertoReadReadabilityFormulasOrganizationalPreferencesChapter4MakingYourWritingEGoodBusiness&AdministrativeWritingStyleClosertoconversationVariesbyaudienceContainseasy-to-readwords,sentences,andparagraphsAttentiontovisualimpactLessformalthanacademicwriting(exceptreports)GoodBusiness&AdministrativeHalf-TruthsaboutStyleWriteasyoutalkNeveruseINeverbeginsentencewithandorbutNeverendsentencewithprepositionBigwordsimpresspeople1/2Half-TruthsaboutStyleWriteaWriteasYouTalk:Yes...ButYes

DoitforfirstdraftReaddraftaloudtotestButExpectawkward,repetitive,badlyorganizedprosePlantoreviseandeditWriteasYouTalk:Yes...NeverUseI:Yes...ButYes

Icanmakewritingseemself-centeredIcanmakeideasseemtentativeBut

UseItotellwhatyoudid,said,saw—it’ssmootherNeverUseI:Yes...ButYesNeverBeginSentencewithAndorButAndmaymakeideaseemlikeafterthoughtAndgiveseffectofnaturalspeechButservesasasignpost,signalsashiftButcanmakewritingsmootherNeverBeginSentencewithAndNeverEndaSentencewithaPreposition:Yes...ButYes

AprepositionmaynotbeworthemphasizingthiswayReadersexpectsomethingtofollowaprepositionAvoidinjobapplicationletters,reports,formalpresentationsButOKnowandthenNeverEndaSentencewithaPrBigWordsImpressPeople:Yes...ButYes

YoumaywanttoshowformalityortechnicalexpertiseButBigwordsdistanceyoufromreadersBigwordsmaybemisunderstoodMisusedwordsmakeyoulookfoolishBigWordsImpressPeople:YesBuildingBetterStyleWriteWIRMI:WhatIReallyMeanIs

ReaddraftaloudtopersonthreefeetawayAsksomeonetoreaddraftaloudNostiffwordsFixwordswherereaderstumblesBuildingBetterStyleWriteWIRBuildingBetterStyle,continued…Readwidely;writealotStudyrevisedsentencesPolishyourstylewith10techniquesBuildingBetterStyle,continuTenWaystoMakeYourWritingEasytoReadAsyoudraft—Useaccurate,appropriate,andfamiliarwordsAvoidtechnicaljargon;eliminatebusinessjargonTenWaystoMakeYourWritingTenWaystoMakeYourWritingEasytoRead,continued…Asyouwriteandrevise—UseactiveverbsmostofthetimeUseverbs—notnouns—tocarryweightofsentenceEliminatewordinessVarysentencelengthandstructureUseparallelstructurePutreadersinyoursentencesTenWaystoMakeYourWritingTenWaystoMakeYourWritingEasytoRead,continued…Asyoudraftandreviseparagraphs—BeginmostparagraphswithtopicsentenceUsetransitionstolinkideasTenWaystoMakeYourWriting1.UseAccurate,AppropriateWordsDenotation—literalmeanings;dictionarydefinitionsBypassing—twopeopleusingsamewordtomeandifferentthings;causesmix-ups

Connotation—emotionalassociation;attitude

-/+

nosy/curious

fearful/cautious

obstinate/firm

tax/userfee1.UseAccurate,AppropriateW2.UseFamiliarWordsWordsmostpeopleknowWordsthatbestconveyyourmeaningShorter,morecommonwordsSpecific,concretewords

2.UseFamiliarWordsWordsmoUseShort,SimpleAlternatives

Stuffy

Simple

reside

live

commence

begin

enumerate

list

finalize

finish,complete

utilize

useUseShort,SimpleAlternativesAvoidJargon—MostlyJargon—specialtermsoftechnicalfieldUseinjobapplicationlettersUsewhenessentialandknowntoreaderReplacewithplainEnglish,whenpossibleAvoidJargon—MostlyJargon—specOmitBusinessJargonBusinessese—needless,old-fashionedwording Example

Alternative

Enclosedpleasefind

Hereis

Asperyourrequest

Asyouasked

Iacknowledgereceiptof

(beginreply)

Theundersigned

Me

OmitBusinessJargonBusinesses3.UseActiveVerbsActive—subjectofsentencedoesactiontheverbdescribesPassive—subjectisacteduponUsuallyincludesformof“tobe”ChangetoactiveifyoucanDirectobjectbecomessubject3.UseActiveVerbsActive—subjPassivevs.ActiveVerbsP: Theprogramwillbeimplementedbytheagencies.A: Theagencieswillimplementtheprogram.P: Thesebenefitsarereceivedbyyou.A: Youreceivethesebenefits.P: Avideowasordered.A: Thecustomerorderedavideo.

Passivevs.ActiveVerbsP: ThePassivevs.ActiveVerbs,continued…Activeverbsarebetterbecause—ShorterClearerMoreinterestingPassiveverbsarebetterto—EmphasizeobjectreceivingactionGivecoherencebyrepeatingwordinprevioussentenceAvoidplacingblamePassivevs.ActiveVerbs,cont4.UseVerbstoCarryWeightReplacethisphrasewithaverbmakeanadjustment

makeadecisionperformanexaminationtakeintoconsideration

=adjust=decide=examine=consider4.UseVerbstoCarryWeightRe5.EliminateWordinessWordy—ideacanbesaidinfewerwordsConcise;amarkofgoodwritingOmitwordsthatsaynothingUsegerundsandinfinitivesCombinesentencestosavewordsPutthemeaninginsubjectandverb5.EliminateWordinessWordy—idOmitWordsthatSayNothingCutwordsifideaisclearwithoutthem...periodofthreemonths...atthepresenttimeReplacewordyphrasewithonewordIdeally,itwouldbebesttoputthe....Ifpossible,putthe…Therearethreereasonsforoursuccess…Threereasonsexplainthe…OmitWordsthatSayNothingCutUseGerunds&InfinitivesGerund—“ing”formofverbusedasnounInfinitive—verbprecededby“to”Thecompletionoftheprojectrequiresthecollectionandanalysisofadditionaldata.Completingtheprojectrequiresustocollectandanalyzemoredata.wordytightUseGerunds&InfinitivesGerunCombineSentencestoSaveWords:ExampleInfanteprojectedsalesof$43millioninthefirstquarter.Ouractualsaleshavefallenshortofthatfigureby$1.9million.AlthoughInfanteprojectedfirst-quartersalesof$43million,actualsalesare$1.9millionlessthanthat.wordytightCombineSentencestoSaveWordPutMeaningofSentenceinSubject&Verb:ExampleThereasonwearerecommendingthecomputerizationofthisprocessisbecauseitwillreducethetimerequiredtoobtaindataandwillgiveusmoreaccuratedata.Computerizingtheprocesswillgiveusmoreaccuratedatamorequickly.wordytightPutMeaningofSentenceinSub6.VarySentenceLength&StructureEditsentencesfortightnessUseshortsentenceswhensubjectmatteriscomplicatedUselongersentencestoShowhowideaslinktoeachotherAvoidchoppycopyReducerepetition6.VarySentenceLength&StruVarySentenceLength&Structure,

continued…GroupwordsintochunksKeepverbclosetosubjectMixsentencestructuresSimple–1mainclauseCompound–2mainclausesComplex–1main,1subordinateclauseVarySentenceLength&Structu7.UseParallelStructure:ExampleDuringtheinterview,jobcandidateswillTakeaskillstest.Thesupervisorwillinterviewtheprospectiveemployee.Ameetingwithrecentlyhiredworkerswillbeheld.Duringtheinterview,jobcandidateswillTakeaskillstest.Interviewwiththesupervisor.Meetwithrecentlyhiredworkers.faultyparallel7.UseParallelStructure:Ex8.PutReadersinYourSentences:ExampleAnelectiontonameabeneficiaryotherthantheparticipant’sspousemustbemadewithspousalconsent,foranyparticipantwhoismarried.Ifyouaremarried,