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What your writing should be; what business writing is

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Purposeful Persuasive, Economical, Audience Oriented

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it conveys information and solves problems

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Purposeful

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its goal is to make the audience accept and believe the message

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Persuasive

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it's clear and concise and doesn't waste the reader's time; length is not rewarded

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Economical

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it focuses on the reader, not the sender; concentrate on looking at a problem from the perspective of the audience instead of seeing it from your own.

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Audience/Reader Oriented

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Guffey's 3X3 writing process

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Prewriting, Writing, Revising

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The 3 steps associated with the prewriting stage.

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Analyze, Anticipate, Adapt

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The 3 steps associated with the writing stage.

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Research, Organize, Compose

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The 3 steps associated with the revising stage.

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Revise, Proofread, Evaluate

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Decide on your purpose; what do you want the receiver to do or believe? What channel or form is best? Should you deliver your message in writing, orally, electronically, or graphically?

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Analyze

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Profile the audience. What does the receiver already know? Will the receiver's response be neutral, positive, or negative? Use the direct method for positive messages; consider using the indirect method for negative or persuasive.

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Anticipate

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the method used for positive messages

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Direct Method

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the method used for negative or persuasive messages.

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Indirect Method

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What techniques can you use to adapt your message to its audience and the audience's anticipated reaction? Include audience benefits and the "you" view, as well as positive, conversational, and courteous language.

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Adapt

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Gather data to provide facts. Search company files, previous correspondence and the Internet. What do you need to know to write this message? How much does the audience already know?

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Research

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Group similar facts together. Organize direct messages with the big idea first, followed by an explanation and an action request in the closing. For persuasive or negative messages, use an indirect, problem solving plan. For short messages, make quick notes. For longer messages, outline your plan and make notes.

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Organize

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Prepare a first draft, usually writing quickly. Focus on short, clear sentences using the active voice. Link ideas to build paragraph coherence.

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Compose

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Edit your message to be sure it is clear, conversational, concise, and readable. Revise to eliminate wordy fillers. long lead ins, redundancies, compound prepositions, wordy noun phrases, and trite business phrases. Develop parallelism and consider using headings and numbered and bulleted lists for quick comprehension.

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Revise

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Take the time to read over every message carefully. Look for errors in spelling, grammar, punctuation, names, numbers, and format.

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Proofread

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Decide whether this message will achieve your purpose. Have you thought enough about the audience to be sure this message is appropriate and appealing?

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Evaluate

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thinking of the right words and the right tone that will win approval.

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Adapting

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The percentage you should spend on Prewriting phase

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25%

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The percentage you should spend on Writing phase

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25%

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The percentage you should spend on Revising phase.

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50%

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thinking and planning

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Prewriting

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Organizing and composing

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Writing

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In the revising phase, ____ is spent on revising and the other ____ is spent on proofreading.

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45%, 5%

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Analyzing the task includes identifying the _____ and selecting the best ____.

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purpose, channel

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Anticipating the audience includes visualizing_____ readers and visualizing _____ readers.

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primary, secondary

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3 major audiences to envision when determining what to write.

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Colleagues, superiors and decision makers, customers and general audiences

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How important is the message? How much feedback is required? How fast is feedback needed? Is a permanent record necessary? How much can be spent? How formal is the message? How sensitive or confidential is the message?

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questions to ask when selecting the best channels for a message

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the extent to which a channel or medium recreates or represents all the information available in the original message.

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Media Richness Theory

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specifies that a richer medium, such as face to face conversation, permits more interactivity and feedback; specifies that a leaner medium, such as a report or proposal, presents a flat, one-dimensional message

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Media Richness Theory

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specifies that richer media enable the sender to provide more verbal and visual cues and allow the sender to tailor the message

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Media Richness Theory

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when one person needs to present digital info easily so that it is available to others.

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Blog

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when you need feedback but not immediately. Lack of security makes it problematic for personal, emotional, or private messages.

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Email

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when you need a rich, interactive medium. Useful for persuasive, bad news, and personal messages.

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Face to face conversation

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when your message must cross time zones or international boundaries, when a written record is significant, or when speed is important.

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Fax

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when you are online and need a quick response. Useful for learning whether someone is available for a phone conversation.

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Instant Message

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when a written record or formality is required, especially with customers, the government, suppliers. or others outside an organization.

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Letter

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when you want a written record to clearly explain policies, discuss procedures, or collect information within an organization.

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Memo

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when you need to deliver or gather info quickly, when nonverbal cues are unimportant, and when you cannot meet in person.

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Phone call

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when you are delivering considerable data internally or externally.

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Report or Proposal

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when you wish to leave important or routine info that the receiver can respond to when convenient.

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Voice mail message

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when group consensus and interaction are important, but members are geographically dispersed.

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Video or audioconference

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when digital info must be made available to others. Useful for collaboration because participants can easily add, remove, and edit content.

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Wiki

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how you say something; reveals the writer's attitude toward the receiver; affects how a receiver feels upon reading or hearing a message.

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Tone

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has increased the need for solid writing skills.

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Internet

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Many businesses now help customers with ___ ____, which requires customer representatives to be able to write clear, concise, conversational, and correct responses.

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Live Chat

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Try to give something to the receiver, solve the receiver's problems, save the receiver's money, or just understand the feelings and position of that person. For example, the warranty starts working for you immediately.

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Spotlight Audience Benefits

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Emphasize second person pronouns instead of first person pronouns. For example, your account is now open.

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Cultivate the you view

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warm friendly tone that sounds professional; For example, your report was well written, not your report was totally awesome

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Be Conversational but Professional

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For example, you will be happy to, not you won't be sorry that

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Express Thoughts Positively

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not just guarding against rudeness but also avoiding words that sound demanding or preachy; For example, please complete the report, not you must complete the report!

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Be Courteous

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avoiding gender, race, age, and disability biases; For example, office workers, not office girls

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Bias Free Language

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goal is to shun pompous and pretentious language; don't however avoid a big word that conveys your idea efficiently and is appropriate for the audience; use words you think audience will recognize; For example, salary not remuneration

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use plain language and familiar words

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strong verbs and concrete nouns give receivers more info and keep them interested; don't overlook the thesaurus for expanding your word choices and vocabulary; use specific words when possible; For example, fax me, not contact me

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employ precise, vigorous words

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We are requiring all staffers to complete these forms in compliance with company policy.

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Sender Focused

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Because we need more space for our new inventory, we are having a two-for-one sale.

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Sender Focused

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Please complete these forms so that you will be eligible for health and dental benefits.

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Receiver Focused

question

We take pleasure in announcing an agreement we made with HP to allow us to offer discounted printers in the student store.

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I and We View

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An agreement with HP allows you and other students to buy discounted printers at your student store.

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You View

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when projects are larger than one person can handle, when projects have short deadlines, when projects require the expertise or consensus of many people.

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When team writing is necessary

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3 phases for the team writing process

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Prewriting, Writing, Revising

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Team members work closely to determine purpose, audience, content, and organization.

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Prewriting

question

Team members work separately.

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Writing

question

Team members work together to synthesize, but one person may do the final proofreading.

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Revising

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When communicating investment information, avoid misleading information, exaggeration, and half truths.

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Adapting to Legal and Ethical Responsibilities

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When communicating safety information, warn consumers of risks in clear, simple language.

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Adapting to legal and ethical responsibilities

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When communicating marketing information, avoid statements that falsely advertise prices, performance capability, quality, or other product characteristics.

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Adapting to legal and ethical responsibilities

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When communicating human resources information, avoid subjective statements in evaluating employees; describe job-related specifics objectively; Avoid promissory statements in writing job ads, application forms, and offer letters.

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Adapting to legal and ethical responsibilities

question

assume everything is copyrighted, understand that internet items are not in the public domain, observe fair use restrictions

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adapting to legal and ethical responsibilities

question

Be especially careful when your messages address or include mentions of these 5 areas.

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Investment, Safety, Marketing, Human Resources, Copyright

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Purpose and character of the use, particularly whether for profit, nature of the copyrighted work, amount and substantiality of portion used, effect of use on the potential market.

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Four Factor Test to Assess Fair Use

question

How you can always be safe and how to ensure fair use.

answer

Ask for permission to borrow

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