The Writing Process
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The document provides guidance on effective business writing by discussing several key principles: 1) It emphasizes using an audience-oriented and purposeful approach by focusing on the reader, using inclusive language, and addressing their needs and benefits. 2) It recommends employing a positive and conversational tone by using "you" focused statements and avoiding negative phrases. 3) It suggests using common words and plain language to ensure the writing is clear and accessible to diverse readers. Adhering to these principles can help create targeted messages that will best suit the intended audience.
The Writing Process
- 1. Audience oriented Purposeful Economical
- 3. Approximately how much time should be spent at each stage?
- 4. Prewriting Analyzing the purpose and the audience • Identifying your purpose • Selecting the best channel • Switching to faster channels
- 5. Factors Determining Channel Selection Importance of message Amount and speed of feedback required Necessity of a permanent record Cost of the channel Degree of formality required
- 6. Choosing Best Communication Channels
- 9. Prewriting Analyzing the purpose and the audience • Identifying your purpose • Selecting the best channel • Switching to faster channels Anticipating the Audience • Profiling the audience • Responding to the profile
- 10. Asking the Right Questions to Profile Your Audience
- 11. Asking the Right Questions to Profile Your Audience (concluded)
- 12. Prewriting Analyzing the purpose and the audience • Identifying your purpose • Selecting the best channel • Switching to faster channels Anticipating the Audience • Profiling the audience • Responding to the profile Adapting to the task and audience
- 13. Seven Ways Technology Can Improve Your Business Writing Fighting writer’s block Collecting information electronically Outlining and organizing ideas Improving correctness and precision Adding graphics for emphasis Designing and producing professional-looking documents, presentations, and Web pages Using collaborative software for team writing
- 14. Chapter 2, Slide 14 Mary Ellen Guffey, Essentials of Business Communication, 7e Spotlight Audience Benefits Create a Message That Suits Your Audience
- 15. Spotlight Audience Benefits Shape your statements to involve the reader. We are promoting a new plan that we believe has many outstanding benefits. You will enjoy total peace of mind with our affordable hospitalization plan that meets all your needs. Try this: Instead of this:
- 16. Cultivate A “You” View Spotlight Audience Benefits Create a Message That Suits Your Audience
- 17. Cultivate a “You” View Emphasize second-person pronouns (you/your) instead of first-person pronouns (I/we, us, our) Before we can allow you to purchase items on this new account, we must wait two weeks to verify your credit. You may begin making purchases on your new account in two weeks. Try this: Instead of this:
- 18. Quick Check Create audience benefits and use the “you view.” These are better: You can now purchase H-P computers at discounted prices. We are now offering H-P computers at discounted prices. Revise these sentences: We are pleased to announce that you have been approved to enroll in our leadership training program. Congratulations! You have been selected to enter our leadership training program!
- 19. Chapter 2, Slide 19 Sound Conversational Cultivate A “You” View Spotlight Audience Benefits Create a Message That Suits Your Audience Mary Ellen Guffey, Essentials of Business Communication, 7e
- 20. Sound Conversational The undersigned takes pleasure in . . . I’m happy to . . . Try this: Instead of this: It may be of some concern to you to learn that your check has been received and your account has been credited for $250. We’ve credited your account for $250.
- 21. Quick Check Revise to make the tone conversational, yet professional and concise. These are better: We urge you to approve the contract by voting yes. To facilitate contract ratification, your negotiators urge that the membership respond in the affirmative. Revise these sentences: Kindly inform the undersigned whether or not your representative will be making a visitation in the near future. Please tell me whether your representative will be visiting before June 1.
- 22. Chapter 2, Slide 22 Employ Positive Language Sound Conversational Cultivate A “You” View Spotlight Audience Benefits Create a Message That Suits Your Audience Mary Ellen Guffey, Essentials of Business Communication, 7e
- 23. Employ Positive Language Employees may not use the First Street entrance during remodeling. Employees may use the Market Street entrance during remodeling. Try this: Instead of this: We cannot fill your order until we receive an exact model number. We can fill your order once we receive an exact model number.
- 24. Hidden Messages Some words and phrases convey a negative and unpleasant tone. They may imply a hidden message that the writer does not intend. Think twice before using the following negative expressions.
- 25. Hidden Meaning You are careless But I don’t believe you You are careless It’s probably untrue I am right You are not very bright You are at fault You are inefficient and careless Negative Language You overlooked You state that You failed to You claim that You are wrong You do not understand Your delay You forgot to
- 26. Quick Check State ideas more positively. These are better: You will be paid promptly once the job is completed satisfactorily. We must withhold payment until you complete the job satisfactorily. Revise these sentences: If you fail to follow each requirement, you will not receive your $50 rebate. By following each requirement, you will receive your $50 rebate.
- 27. Chapter 2, Slide 27 Use Inclusive Language Employ Positive Language Sound Conversational Cultivate A “You” View Spotlight Audience Benefits Create a Message That Suits Your Audience Mary Ellen Guffey, Essentials of Business Communication, 7e
- 28. Use Inclusive Language Have you called a salesman? Have you called a salesperson? Try this: Instead of this: Every executive has his own office. All executives have their own offices. Every executive has an office. All executives have offices. Every executive has his or her own office. This alternative is wordy and calls attention to itself
- 29. Quick Check Revise to use inclusive language. These are better: Applicants for police officer positions must submit medical reports signed by their physicians. Any applicant for the position of policeman must submit a medical report signed by his physician. Revise these sentences: Every employee is entitled to see his personnel file. All employees are entitled to see their personnel files.
- 30. Chapter 2, Slide 30 Draw on Familiar Words Adopt Plain Language Use Inclusive Language Use Positive Language Sound Conversational Cultivate A “You” View Spotlight Audience Benefits Create a Message That Suits Your Audience Mary Ellen Guffey, Essentials of Business Communication, 7e
- 31. Draw on Familiar Words encounter meet extrapolate project obligatory required Avoid long, difficult, and unfamiliar words. Use short, simple, and common words whenever possible. Less familiar words Simple alternatives terminate end
- 32. Quick Check Sample of Revisions using simpler language. Because we cannot check all activities, we must end the contract. Because we cannot monitor all activities, we must terminate the agreement. I’ll interface with Mark to access his people. I’ll talk with Mark about using his staff.