Writing for the Business World Electronically and On Paper

1. Writing for the Business World Electronically and On Paper

2. IS BUSINESS WRITING IMPORTANT? • Has technology made us better writers? • Professionals devote approximately _____% of their time producing written documents. (letters, memos, e-mails, reports)  carry company’s name + image to customers, competitors and employees. {such docs should deliver a positive impression of you and your organisation!} • Biggest skill problem in 80% of 443 companies: _____________ ______________ • Some individuals find creating documents easy, however some stare at blank screens or pages for hours… WHY? - Unaware of Basic Techniques of Writing -

3. STEPS IN THE WRITING PROCESS • Determining your Purpose • Analysing your Audience • Organising your Thoughts • Establishing a Logical Order • Constructing your Draft • Editing and Polishing your Writing Using the 7 Cs

4. STEPS IN THE WRITING PROCESS (Step 1) • Determining your Purpose What goal do I want to accomplish? How do I want to achieve it?  To communicate effectively, your writing must have a CLEAR purpose Before writing consider the following: Does the purpose seem realistic? Have I chosen the right time to deliver this message? Am I the right person to deliver the message? Will the organisation find the purpose acceptable? (see p.32: General Objectives – Examples of Specific Objectives) i.e. GO: obtain action ______ SO: get a customer to buy your product GO: persuade ______ SO: switch to your product

5. STEPS IN THE WRITING PROCESS (Step 2) • Analysing your Audience What do I know about the receiver? What do I know about the reader’s experience and knowledge base? Do I know the reader’s cultural background? What kind of relationship do I have with the reader? Do I need to be more formal or can I be informal? Should I be impersonal or personal? What position does the reader take on this issue? Do I need to be detailed and thorough or short and direct? Will the reader’ s response be positive, negative, or indifferent? (see BOX 2.1., p.33: The Secret of Good Communication) Plant your message in your reader’s mind: it can grow!

6. STEPS IN THE WRITING PROCESS (Step 3) • Organising your Thoughts Think on paper : the jot list or the idea bubble way? (Major, 1990) - - - Which one are you? JOT LIST: for ________________ thinkers (= individuals who think easily in linear, logical order) IDEA BUBBLE: for ________________ thinkers (= individuals who think in creative, tangential bursts of ideas) (see EXHIBIT 2.1., p.34: Two Forms of Outlines)

7. STEPS IN THE WRITING PROCESS (Step 4) • Establishing a Logical Order Organise your message for your reader’s sake, not yours! Approaches to Establishing a Logical Order:(See p.34) • Priority • Reverse Priority • ____________________ • Reverse ____________________ • Comparison • ____________________ • Spatial

8. STEPS IN THE WRITING PROCESS (Step 5) • Constructing your Draft “Few writers are so expert that they can produce what they are after on the ______ try” - For most writers, getting it right takes time: write a draft  rewrite a draft  rewrite a draft … (see BOX 2.2., p.35, Writer’s Block) Tips to help you approach your writing: • Break your material down into pieces • Write the easiest section first • Ask for a second opinion • Read more – people who enjoy reading become effective writers

9. STEPS IN THE WRITING PROCESS (Step 6) • Editing and Polishing (using the 7Cs) - Editing and polishing your work enhances your credibility! - - Use the 7Cs to make sure your message says exactly what you intended it to say!

10. The 7 Cs • Completeness who? what? why? how? where? when? • Clearness familiar words / technical jargon e.g. CD/ readability • Concreteness mental pix: vague words - positive L - sexist L • Correctness spelling / grammatical usage*/ punctuation/ active writing • Conciseness ‘that’ / wordy expressions/ useless repetition / trite phrases • Courtesy ”You Attitude” / positive words • Character originality / stereotyped language, clichés, * Dangling Modifiers, Parallel Structure, Subject-Verb Agreement Do you want your reader to laugh at you or with you?

11. Check this out (related to the 6th C) Message 1 Since we haven’t written you in some time, please help us bring your records up to date by filling in and returning the other half of this card. - - - - - - - Message 2 So that your dividend checks, premium notices, and other message of importance may reach you promptly, please fill out and return the other half of this card.

12. PROOFREADING • Read this sentence and count the ‘F’ s: Fewer Fatal Failures are the Result of Years of Scientific Study Combined with the Experience of Years Tips to manage the writing process: • Check for punctuation (. , ? : ;) • Double-check numbers for accuracy • Check spelling and grammar errors • Pay attention to consistency of format Do you care? (see p.58 Tips for Proofreaders) Even 1% error can still destroy your document’s value and credibility !

13. WRITING INTERNATIONAL LETTERS • Organisational format and cultural conventions of the receiver’s country • Different formatting techniques: • Spell out the name of the month e.g. 2/1/99 • Include your country within your letterhead • Use correct sentence structure and clear words • Include all appropriate details to have complete information • Avoid prejudice • Ask specific questions to encourage effective communication • Show respect for the recipient’s country, culture and beliefs • Use the Swiss Cheese Rule

14. Coming-up next class!!! Making Business Letters and Documents Look Attractive on Paper and on the Computer Screen