The Power of Positive Writing

1. The Power of Positive Writing Impressing the Boss and Garnering Employee Loyalty

2. Audience Analysis • Questions to answer about the audience members • What level of communication will be understood? • What will appeal to them and ultimately persuade them? • What is your relationship with them? • What is the culture? • What is their educational background?

3. Adapting Message to the Audience • Use empathic attitude: “If I were in his/her shoes, what would I want to know, see, or hear? • Consider how the audience might respond to the message • Write accurately to support your credibility • Focus on reader POV; point out how she/he will benefit

4. The Four P’s • Avoid gender bias; write in the plural to minimize the he/she pattern • Avoid statements that destroy good will • Use politically correct words and phrases • Maintain a professional tone by adhering to the four P’s

5. The Four P’s • Personal • Polite • Professional • Positive

6. The Four P’s • Personal: Use “I,” “you,” and “we” to enhance clarity and prevent overly formal and wordy constructions • Polite: Use please and thank you

7. The Four P’s (Cont’d) • Professional: • Avoid condescension (speaking down) • Use euphemisms cautiously (can confuse) • Be careful of words that carry connotative meanings • Watch for leading statements (“of course you understand. . . .”

8. The Four P’s (Cont’d) • Positive: • Tell people what you want; avoid telling what you don’t want • Use active voice—more lively and easier to apprehend • Save passive voice for when you want to avoid naming a doer

9. Practicing Positive Wording • Due to the problem with ants, employees can no longer bring food into office areas. • To maintain a cleaner, healthy, ant-free working environment, employees are asked to enjoy their lunches and snacks in the employee lounge.

10. Practicing Positive Wording • Beginning May 1, employees may no longer park in front parking lot rows 1 and 2. These rows are reserved for visitors. • In order to serve our visitors better, the first two rows in the front parking lot will be reserved for visitors. Employee parking will begin at row 3.

11. Practicing Positive Wording • Coffee service will be canceled unless everyone helps to keep the coffee area clean. • Please be sure to clean up after yourself so that we can continue providing coffee service.

12. Practicing Positive Wording • Your order cannot be delivered without your signed authorization. • With your signed authorization, we can deliver your order immediately.  

13. Practicing Positive Wording • Effective immediately, employees will no longer be allowed to smoke in the employee lounge. • For employee comfort, a designated covered smoking area is available in the picnic area just outside the back door.

14. Practicing Positive Wording • With better funding, the problem with the inconvenient parking can be resolved. • Better funding will result in more convenient parking for everyone.

15. Practicing Positive Wording • I will find out why Company X does not provide this service. • I will find out if Company X can provide this service.