Written Communication. Faisal AlSager. Week 3. Business Writing Steps. Planning and Preparation Writing Editing. How much effort should you put in each?. Planning and preparation: 25% Writing: 25% Editing: 50% This percentage can differ depending on the type of the document written.
Written Communication • Faisal AlSager Week 3
Business Writing Steps • Planning and Preparation • Writing • Editing
How much effort should you put in each? • Planning and preparation: 25% • Writing: 25% • Editing: 50% • This percentage can differ depending on the type of the document written
Planning and Preparation • The purpose of writing • The outline (introduction, body, conclusion) • Headlines • Topic sentences • For better planning: Use Mindmaps
The Purpose of Written Communication • Every written communication should serve its own set of purposes • You must know what the purpose of writing is before you start to write • Examples of purposes: • To sell goods or services • To collect and overdue account • To obtain a job • To build good will by expressing appreciation • To obtain good will while denying a request
A Clear Purpose • Sometimes the purpose of your communication is very clear • Sometimes it’s not. Example: “I’m going to blast that company!” which means he wants a replacement for a defective appliance he bought from that company
Questions to Define the Purpose • Who is going to read this? One person or several? A clerk or a responsible manager? • What do I want him/her to do, or say, or decide? • What sort of feeling must I produce in him/her in order to persuade him/her to do as I wish? • What has the reader asked me to tell him/her? • What does he/she intend to with what I tell him/her?
Writing • According to studies and researches, it’s better to write by completely disabling the editing process. We should write first, and leave the editing to the end. Why? Because writing is a creative right-brain task and editing is an analytical left-brain task • Exercise!
Editing • This process should take most of our effort • Editing is not associated with grammar and spelling only; it’s a process of reviewing the whole written document • We edit to ensure: completeness, coherent
Effective Business Writing • For a business writing to be effective, it has to be: • Clear: clarify purpose and understand audience • Coherent: logical structure and accessible format • Concise: keep the writing concise and to the point