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The Business World is Obsessed with Appearance

! Why do job-seekers get “dressed-up” when they go to a job interview?

! Why do some businesses have a “dress-code” for employees?

! Why do businesses go to extremes to maintain an appealing appearance for itself and its employees? ! Because a “look” can make individuals and

corporations look professional.

So, you strive to LOOK professional

► When you interview for a job, you want to LOOK good. How? " Women are expected to have a business-like hair style, wear some

make-up (not TOO much, that would not be professional), manicure their nails (but don’t use a flashy red color - that would also be unprofessional looking), wear a sensible dress or business suit, wear a shoe with a small heal (but NO stilettos - also unprofessional), and carry a bag or purse (loud or expensive looking bags and purses are not recommended.)

" Men are expected to be well-groomed with a traditional hair style and color, shave their faces, wear a business suit with a belt and tie (or at least a jacket and tie), wear a leather shoe (no sneakers), and carry a leather briefcase or professional bag.

Ugh - who made these “rules” and why are they so confusing? 2

Do the “requirements” from the previous page seem unreasonable or out-of-date?

• Perhaps these standards are changing a little bit. Many businesses might be less strict when it comes to appearance. Alternative “looks” are much more acceptable now than in the past, including visible tattoos and piercings, hair color, clothing, facial hair, and other personal grooming choices.

• However, there is still a desire to LOOK good - no mater what an individual decides to look like in the business world.

The Same is True for Your Business Writing - you have many, many choices, BUT it

must LOOK good. If your RESUME, MEMO, EMAIL,

BUSINESS REPORT, LETTER looks good and is inviting, it is more likely to be read.

Why? Because in the business world, appearance counts, even with documents

you create. If your document is not VISUALLY

APPEALING, it will not be read. Sad...but true!

OK, so what looks good?

LIFE: If something is inviting AND visually appealing, looks good, or is attractive, IT WILL DRAW attention. We all know this is true - even if we don’t want to admit it.

Your writing, like most attractive “things,” will draw attention IF you create it with the right LOOK.

What IS the RIGHT LOOK? I’m glad you asked.

This is when I ask my classes: OK, tell me what LOOKS GOOD!

Students usually reply with this: “But Professor Metz, beauty is subjective. What looks good to one person might not look good to another. Beauty is very subjective.”

Subjective, of course, means individuals decide for themselves what looks good.

! Really? I used to think this was true; NOW I am not so sure. Consider the following slides…

But Beauty is Subjective, Right? Is Beauty Really Subjective?

Can’t we agree on what looks good?

Beauty is subjective? Really? If so, why are there “super-models”? These 21st century models seem to have many things in common. Other societies had a different view of beauty, right? 17th century England? 19th century France? 1920’s America? Each had a unique opinion of beauty. But, times change and so does a society’s definition of beauty. Our society seems to have already set a standard of beauty. Consider the following slides.

Beauty is Beauty

1900 1920 1940 1950 1960

The 1970’s Society agreed - and made this the greatest selling poster

in history! -

The 1980’s - a different LOOK - but still appealing

And NOW???

Personal Preferences = Small Variations of the Social Standard - Different but still LOOKS good

Thank you for your help, Erin Metz

Michael Buble

Captain America

Nick Jonas CJ WilsonChris Pratt

Zac Efron Prince Charming/Capt. Kirk

OK, Metz - thanks for all the pictures from the past -what’s your point?

! My point is simple: all of the people from the previous slides LOOK GOOD. Our society has agreed that there is a standard definition of beauty. The individuals each LOOK different - yet, they are all deemed visually appealing by our society.

! Here are a few other EXAMPLES. See if you agree whether or not these things LOOK good…

Oooh, I want one! What makes a CAR appealing to the eye? It LOOKS good so it must BE good, right?

YUCK! You couldn’t pay me to drive these. Yellow is the ugliest color for a car, white is boring, green is just weird.

Look for the CSUSB parking permit hanging in the window.

Why do you NOT want these cars? Because they don’t LOOK good.

All doggies are adorable…yeah, right.

Compensating for something? Is BIGGER Always Better? Some people think these monsters LOOK good - does

society? NO. How do I know? Because these are not common. Thank goodness!

Is There an Earthquake Coming? Why do people drive these things?

Uncomfortable, gas-guzzler, ugly, rough ride- what’s to like?

More must be better, right? NO! Everything in Moderation! Even with Writing

Moderation is the KEY to Creating a Visually Appealing Business Document

ALERT!!! Do NOT over-use the writing tools we are

about to discuss -especially BULLETS POINTS

! <— see this thing? This BULLET point? Bullet points are like muscles - some are good - too many are alarming. ! We will go over this - stay tuned.

Beauty is in the Eye of the Beholder...or is it?

! Yes, it is true that beauty can be subjective. What one person thinks is appealing, might not be to someone else. The previous slides prove this. You LIKE yellow cars. I don’t! So, what do we do? We have to find a standard we can agree with - find a “happy-medium.” Society does this all the time.

! Over the years, society has established a standard definition of beauty. You may not agree with all of the ideas, but most citizens can agree that beauty has some common traits. We have found the “happy-medium.” Let’s see if we can come up with some: ! physically fit, tall, straight white teeth, well-groomed, long hair for women, and

shorter hair for men. ! Of course, there are other ideals that make a person attractive.

! The same idea applies to writing. There are certain standards that have been set up over the years which help make a written document visually appealing. Let’s go over some of them.

OK, what makes a BUSINESS document LOOK GOOD?

An effective layout (or format/structure) uses several things: – Headings, lists, appropriate fonts and font size,

(some/a few) bullets, and white-space. – Learn to mix and match these to create a document

that is easy to read, organized, and visually appealing. Notice, I will use ALL of these things (and a few others) to make the slides appealing, i.e. easy to read and follow. Believe it or not...a PRETTY document aids in understanding.

– (Is this slide visually appealing?)

Headings/Use Them Effectively

Headings are an effective way to show parts of a document. For those writers who struggle with ORGANIZATION, headings can help them stay focused on one idea. Headings can be helpful in long or shorter documents. Longer documents can also use sub-headings to help with organizing longer more complex ideas. You can use headings in all business documents especially memos, letters, emails, and resumes (or in Power-Point presentations). * What about this UGLY GREEN slide? Visually appealing? NO, it hurts my eyes and becomes distracting,

Headings - Where Do They Go? *Most headings are justified left. But, they can also be centered if you desire. There is no correct method.

* Headings should also be a slightly larger font and can be bold, italicized, or underlined to make them stand out more.

* Also, be sure there is more white space above your heading than below. This will allow the reader to see which section your heading goes with.

Class #1/Monday January, 13 Go over syllabus; discuss class structure; questions

Class #2/Wednesday, January 15 Discuss first chapter of text and go over quiz

Both headings here are effective, yet they LOOK different. 27

Important Note about Headings Headings lose their effectiveness if not placed correctly.

Headings should have more white space above them than below them. The heading must clearly go with the section it details. Ways to Improve Employee Health Our company will soon implement a comprehensive health program designed to teach our employees the most effective ways to lead a healthier lifestyle. We will also be installing several programs in the office that will assist all employees in their attempt to improve their health. See how difficult it is to see where the heading goes? This is due to the incorrect spacing.

Do not put headings in the middle! ★ Headings should have more white space above them than below them. The

heading must clearly go with the section it details. This heading does not do this effectively.

(same space-there must be more space here)

Ways to Improve Employee Health (same space-there must be less space here)

Our company will soon implement a comprehensive health program designed to teach our employees the most effective ways to lead a healthier lifestyle. We will also be installing several programs in the office that will assist all employees in their attempt to improve their health.

Place headings closer to the section it details... Headings should have more white space above them than below them. The heading must clearly go with the section it details.

Ways to Improve Employee Health Our company will soon implement a comprehensive health program designed to teach our employees the most effective ways to lead a healthier lifestyle. We will also be installing several programs in the office that will assist all employees in their attempt to improve their health.

More white space above the heading makes it easier to read.

Use Bullets - but BE CAREFUL! ►You can use bullets to highlight: examples,

reasons, steps, and even paragraphs. ►Using bullets is another excellent way to highlight ideas

and EXAMPLES. Bullets also help to keep ideas and examples organized. Bulleted ideas and examples can help you cut down on the number of words you use. " Too many bullet points can make your paper choppy

and read more like an outline. Avoid this by limiting your use of bullet points.

More on Bullets ► Some writers use bullets incorrectly. They use bullets to make

papers appear longer - WITHOUT ADDING IMPORTANT DETAIL, DEPTH, EXAMPLES OR EXPLANATION.

Here is an example of this very poor writing style: ► Our company has decided to introduce a number of exciting programs

in our continuing effort to improve the work experience here at Kramerica Industries. " New break-room " Longer lunch break " Free snacks and drinks " Free Wi-fi

These four bulleted points do not make the ideas clear to the reader. They hint at what might be - but there is CONFUSION. You owe your readers detail, depth, and examples to make the ideas clear.

If you use bullets, you still have to explain the ideas!

Our company has decided to introduce a number of exciting programs in our continuing effort to improve the work experience here at Kramerica Industries.

" New break-room - To make you feel more at ease during your lunch break, we are going to redesign the employee break-room. The old furniture will be donated to charity and be replaced by new sofas and reclining chairs. We will install several new TV’s complete with all the popular streaming services, including Netflix, Youtube, Vudu, and Disney+. The new break-room will have several gaming systems, gaming chairs and an advanced audio system. The heating and cooling system will be upgraded - and we will keep the break-room at a comfortable 72 degrees. The old, nasty carpet will be replaced by calming, comfortable bamboo planking. We want you to be so comfortable in this new break-room, that falling asleep is possible. To aid in this, we will also be installing several state-of-the-art SLEEPING PODS. Take a nap if you need one! If you have any other suggestions for the new break-room, feel free to let me know.

" Longer lunch break - Now, explain the new longer lunch break and why this is “exciting” as it says above. You promised your employees “exciting” programs. You have to deliver!

" Free snacks and drinks - free food (and drinks) IS EXCITING! -Give detail and examples.

" Free Wi-fi - why is free wi-fi exciting? Your readers want to know! 33

Types of Bullets - Too Many to Count - Pick a STYLE that you like - but it must be professional

looking 

Some great films include: ! The Shawshank Redemption " A Few Good Men # Lord of the Rings $ Pulp Fiction % Tombstone

There is no consensus concerning bullets. What style you use, what size you use, how often you use them, and where you use them are all personal writing decisions. ! Most experts say to use one style throughout the

document. Others claim you can vary bullets depending on your purpose. Be careful to use a standard size for bullets as well. Bullets should highlight items, but not be distracting or obtrusive.

Using Bullets to Create a List

Using lists to discuss your ideas and examples is a very common practice in business writing. There are several ways to create a bulleted list. You can create a list that uses punctuation or you can create a list that does not use punctuation. You get to choose which style to use, SO which style will you use?

What should your list LOOK like?

Again, there are many choices. You can write a simple list, a list that looks like a traditional sentence, or a combination of both styles.

Simple list using bullets Classes taken as of June 2014

- Management 306 - Accounting 211 - Economics 395 - Business Ethics 101

This style can be used in memos and resumes. BUT, many times the lack of detail can hurt your credibility. Notice: no punctuation.

A List Can Also Look More Like a Traditional Sentence

> I have taken several classes that will help me become a successful manager, including Management 306, Accounting 211, Economics 395, and Business Ethics 101.

This “bulleted” list is more effective; the idea (classes taken) also provides clear examples. This “sentence style” is used on resumes, cover letters, business reports, memos, and any other business document.

Parallel Lists Grammar Alert: lists have to be parallel.

Not parallel: The business class likes to write, to study, and partying.

The manager was asked to write a report quickly, accurately, and in an efficient manner.

The coach told the players they needed to work on their hitting, to focus on their mechanics, and play with passion.

PARALLEL= The business class likes to write, to study, and TO party.

The manager was asked to write a report quickly, accurately, and EFFICIENTLY.

The coach told the players they needed to work on their hitting, to focus on their mechanics, and TO play with passion.

FRAGMENT LISTS ARE CONFUSING

Avoid writing lists like this:

Our employees will soon enjoy some well deserved improvements.

- A new employee break room, with state-of-the-art gaming systems will be completed next month.

-A redesigned cafeteria will now serve hot, made to order meals.

- New work stations with high speed internet access.

NOTICE THE DIFFERENCE WITH THIS LAST ITEM. THE FIRST TWO ARE SENTENCES, THE THIRD HAS TO BE AS WELL.

New work stations with high speed internet access will be installed next week.

Font choice: Serif or Sans-serif

• A font using serifs is considered more business-like and professional looking. Use a font like this for memos, letters, and resumes. (Notice this font has serifs.)

• There are situations that might call for a sans-serif font. If a more relaxed tone is desired, or the document is a little more informal a casual font might be preferable. (Some of this presentation is done in a sans-serif font because it makes the slides easier to read.)

Choosing your font and font size & As you know, there is no shortage of choices when it comes to font style. You should try to find a

font that fits your purpose but is also professional looking.

& As you know, there is no shortage of choices when it comes to font style. You should try to find a font that fits your purpose but is also professional looking.

Appropriate Size • Using a larger font in some parts of your document is not

only appropriate, it is also necessary to make ideas stand out. You should consider using a larger font for:

• Your name on your resume • Headings used to introduce lists • Important examples

• The standard font size of 10 or 12 is usually appropriate for most business writing.

• Increase the size as needed.

Use White Space Effectively One of the most frustrating aspects of business documents is they can sometimes be hard to read because they are so “dense.” In other words, the ideas are crammed together into one tight unit. To combat this, use white space. This is simply adding some space between ideas, sections, concepts, and paragraphs. This will give your writing a sense of organization as the reader will clearly see the sections of your document. It will also give the reader a chance to break when reading your document. Using white space in all business writing is a good way to make your writing visually appealing. You will use white space in letters, memos, emails, and resumes.

This paragraph is uninviting and not many people will want to read it simply because it is hard to read. It may be full of excellent ideas, but if it is not inviting, what’s the point?

Just Add Some White Space (Blue Space Here)

One of the most frustrating aspects of business documents is they can sometimes be hard to read because they are so “dense.”

In other words, the ideas are crammed together into one tight unit. To combat this, use white space. This is simply adding some space between ideas, sections, concepts, and paragraphs.

This will give your writing a sense of organization as the reader will clearly see the sections of your document. It will also give the reader a chance to break when reading your document.

Using white space in all business documents is a good way to make your writing visually appealing. You will use white space in letters, memos, emails, and resumes. (Notice these smaller paragraphs use standard business structure: single space, no indent {block paragraphs})

White Space...Well, BLUE Space on This Slide

• White space can also be used effectively in a linear fashion: do not use commas -USE space to separate items - use for resumes

Student California State University, San Bernardino (2012 - current) San Bernardino, California

(2012 - current) Student California State University, San Bernardino San Bernardino, California

Student California State University, San Bernardino (2012 - current) San Bernardino, California

Some other things to consider • Try to avoid fonts that are hard to read. These include

hand-writing fonts, Old English fonts, and “kiddie” fonts. • Be careful not to make your document unprofessional

looking. Odd colors, designs, pictures, borders, characters, and other “gimmicks” should be avoided in professional writing. Exceptions might include resumes for a unique job, invitations, flyers for a corporate outing, or any other special occasion.

• Be sure your margins are standard 1” all the way around your document.

• Do not use white-out. • Be sure the printing is good. Do not submit a faded print

or a smeared print.

What would you fix? • METZ’S BUSINESS WRITING RULES

• THE FOLLOWING IS A LIST OF THE DO’S AND DO NOT’S WHEN WRITING IN THIS CLASS.

• If you use contractions, use them correctly. Some contractions can be misused and/or confused. Ex: can’t= cannot (cannot is one word), don’t=do not; won’t= will not; could’ve= could have; they are also confusing: who’s/ whose, you’re/ your, they’re/there/their, it’s/its

• Avoid second person (you) unless you are speaking directly to the reader. The first thing you see is my car. Use first person (I) or the third person (he, she, they); This is acceptable: As you can see, my qualifications for this position are exceptional. OR: I was very excited to hear from you about the position.

• Avoid using the following vague words: it, a lot, got, very, really, reason why, etc., be careful using being to start a sentence— Eliminate unnecessary words and phrases from your writing: in my opinion, I believe, I think, due to the fact that, in conclusion

• Special Note: SEEN is NOT the past tense of see; saw is the past tense; seen is the past participle which requires a helper such as have, had, has and the like.

• Know when to use me and when to use I; She gave John and me a dirty look. (correct); She gave John and I a dirty look. (incorrect); When John and I arrived, she gave us a dirty look. (correct) When John and me arrived, she gave us a dirty look. To determine whether to use I or me, take out the other name and read the sentence. You should now be able to tell if I or me is correct.

• Avoid clichés and trite expressions; they rob your writing of originality: ex. Raining cats and dogs, white as snow, hot as hell, once upon a time- you should strive to create your own metaphor; ex. It is so hot even Satan ordered an air conditioner. Also avoid slang, colloquial expressions, abbreviations, and symbols (unless they are appropriate.)

• Capitalization- mother/father-capitalize these words when they are used in place of a person’s name. Ex. Show Mother your report card. Show your mother your report card. My mother is much nicer than Father. Do not capitalize high school or college unless they are specific names. I liked high school. I liked going to Fontana High School.

• Use apostrophes correctly; ‘s is used to show possession; s is added to words to make them plural (more than one); ex. The dog’s bowl is green. The dogs are green. S’ is also used to show plural possession; ex. The boys’ room is a mess. Exception- its is possessive; The dogs broke its leg.

• Write numbers if they are one word. Ex: I have twelve hats. There are forty people in class. Other numbers should be expressed in numeral form. Ex: There were 42 people in class. We need 157 chairs for the party. Exceptions: for dates- June 7, 1995; times- It was 10:00 p.m.; money- I won $1,000.

• Word choice- know the difference between: there/their; were/where; to/two/too; our/are; though/thought; your/you are; affect/ effect; a lot/ a lot/ allot; through/threw/thru; a/an; then/than; good/well; until/till; quit/quite/quiet; passed/past; feel/fell/fill; number/amount; who/that

• Fragments- a sentence missing a subject- Running down the road. • A sentence missing a verb- The students in English 101. • The sentence is a dependent or subordinate clause- When we go to the beach. • ---To fix a fragment, add the missing part of speech or connect the fragment to a complete sentence that comes before or after the fragment.

• Run-on sentences are sentence run together with no punctuation. The car is fast it is his pride and joy. • A comma splice is a sentence spliced together with improper punctuation. The car is fast, it is his pride and joy. • --Fix run-ons and comma splices in one of the following ways: • Use a period to make two complete sentences. Ex. The car is fast. It is his pride and joy.

• Use a semi colon between the two complete sentences. Ex. The car is fast. It is his pride and joy.

• Use a comma followed by a coordinating conjunction (fanboys) for, and, nor, but, or, yet, so. Ex. The car is fast, and it is his pride and joy.

This is easier to read, right? METZ’S BUSINESS WRITING RULES

– THE FOLLOWING IS A LIST OF THE DO’S AND DO NOT’S WHEN WRITING IN THIS CLASS.

• If you use contractions, use them correctly. – Some contractions can be misused and/or confused. Ex: can’t= cannot (cannot

is one word), don’t=do not; won’t= will not; could’ve= could have; they are also confusing: who’s/ whose, you’re/ your, they’re/there/their, it’s/its

• Avoid second person (you) unless you are speaking directly to the reader. – The first thing you see is my car. Use first person (I) or the third person (he, she,

they); This is acceptable: As you can see, my qualifications for this position are exceptional. OR: I was very excited to hear from you about the position.

• Avoid using the following vague words: it, a lot, got, very, really, reason why, etc., be careful using being to start a sentence—Eliminate unnecessary words and phrases from your writing: in my opinion, I believe, I think, due to the fact that, in conclusion (NOT quite as easy?)

• Special Note: – SEEN is NOT the past tense of see; saw is the past tense; seen is the past

participle which requires a helper such as have, had, has and the like.

Now, go to the SAMPLE PAPERS section on Blackboard and see some examples of GOOD LOOKING business documents! & Remember, there are thousands of choices

when creating a business document. The choices are yours - your goal? Create a business document that is inviting, easy to read, and professional.