Why Effective Business Communicator Should Vary Sentence and Paragraph Length

Assignment One

Why effective business communicator should vary sentence and paragraph length

Every effective business communicator knows that it is important to vary sentence and paragraph length. This is linked to various reasons. To start with, the majority of readers have a preference on short and average length paragraphs or sentences. They are considered as being easily readable, understandable while boosting clarity in communication. Nevertheless, maintaining the entire sentences and paragraphs short may result in idealistic and monotonous message. In some cases, they may fail to fully communicate what is required considering that every paragraph elaborates a single key point.

On the other hand, keeping all sentences long may result in wordiness and lack of meaning. They are also not easy to understand besides being unattractive to read. Long paragraphs may put away readers who may perceive the document boring.

Therefore, effective and organized communication is only attained by varying sentences and paragraphs. It means incorporating both short and long sentences and paragraphs in a piece of writing. This ensures that the final work is easy to understand, clear as well as appealing.

Visual enhancements a writer can use to draw attention to important information

Visual enhancements are used to enhance readability of a message. There are various visual enhancements which a writer can employ to ensure that vital information is given more attention. They encompass:

• Bullets and enumerations give emphasis to units or points in a certain series. Most significantly, they are used to give emphasis to key points. They are simple to find while re-assessing a page. Bullets and enumerations play a major role in attracting readers’ attention.

• Graphs and tables help in clarifying and simplifying information. In most cases, they are used while communicating quantitative information. Tables and graphs are used when summarizing information thus, increasing understanding among the readers.

• Headings help the readers differentiate various sections of the document. They also direct the reader from one segment to the other. Most importantly, using headings helps any piece of writing be clear compared to others. In this case, they should be all-inclusive and contain key words.

• Images highlight important information while adding appeal. They include clip art, arrows as well as symbols.

• Lines assist in partitioning the message. They also cause the reader to focus on a certain line.

The value of using the reading level feature when word processing a document

While word processing a document, the reading level employs the length of the sentence as well as complexity of words to generate the estimated grade level required by an individual to comprehend the message. The feedback assists the communicator improve the information thus, making it more appealing to the audience. Further revising is also done with the aim of revising the message for additional appeal.

How proofreading can be seen as an ethical responsibility of a communicator

In any written material, proofreading is the last and the most important step taken by a communicator before considering a document complete. Proofreading is done for various purposes including determining whether the document communicates the intended message, estimating whether the title signals the purpose of the paper, and paragraph flow among others. This makes sure that the end product is accurate, well-written as well as easily readable.

Most importantly, the key aim of proofreading any work is to correct errors. Errors can result in negative impacts ranging from financial to humiliation. For instance, formatting, punctuation, spelling, word usage, and content errors can generate a negative outlook regarding the writer as well as the company he represents. Other errors may lead to inaccurate communication of financial data, resulting in loss of sales as well as legal consequences. Therefore, it is the ethical responsibility of a communicator to proofread their work in order to prevent liability both for themselves as well as the firms they represent.

CASES

Case 1: Email Request to Employees

The current financial year is coming to an end. In this regard, the accountant has recommended that the money allocated to capital equipment in the budget be used as soon as possible. Therefore, in line with our past practice, everybody is requested to compile a comprehensive list outlining their requests for new equipment