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Business Business Writing: Writing: Content and Organization Content and Organization

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Page 1: Business Writing: Content and Organization. The Writing Process Analyze, anticipate, and adapt Analyze, anticipate, and adapt Research, organize, and

Business Writing:Business Writing:

Content and OrganizationContent and Organization

Page 2: Business Writing: Content and Organization. The Writing Process Analyze, anticipate, and adapt Analyze, anticipate, and adapt Research, organize, and

The Writing Process The Writing Process

Analyze, anticipate, and adapt Analyze, anticipate, and adapt Research, organize, and compose Research, organize, and compose Revise, proofread, and evaluateRevise, proofread, and evaluate

Page 3: Business Writing: Content and Organization. The Writing Process Analyze, anticipate, and adapt Analyze, anticipate, and adapt Research, organize, and

Analyze, Anticipate, and Analyze, Anticipate, and Adapt Adapt

AnalyzeAnalyze What is my purpose? What is my purpose? Do I really need to write? (Channel)Do I really need to write? (Channel)

AnticipateAnticipate Who is the intended reader?Who is the intended reader? How will the reader react?How will the reader react?

AdaptAdapt What’s in it for the reader?What’s in it for the reader? Did I use the best choice of words?Did I use the best choice of words?

Page 4: Business Writing: Content and Organization. The Writing Process Analyze, anticipate, and adapt Analyze, anticipate, and adapt Research, organize, and

Adapt to your ReaderAdapt to your Reader

Spotlight receiver benefits Spotlight receiver benefits Cultivate the “you” view Cultivate the “you” view Use Use sensitive sensitive language avoiding language avoiding

gender, race, age, and disability biases gender, race, age, and disability biases Express thoughts positively Express thoughts positively Use familiar words Use familiar words Use precise, vigorous wordsUse precise, vigorous words

Page 5: Business Writing: Content and Organization. The Writing Process Analyze, anticipate, and adapt Analyze, anticipate, and adapt Research, organize, and

Beware of Hidden NegativesBeware of Hidden Negatives

You failed to . . . . You failed to . . . . (You are careless.) (You are careless.)

You claim that . . . . You claim that . . . . (It’s probably untrue.) (It’s probably untrue.)

You are wrong . . . . You are wrong . . . . (I am right.)(I am right.)

You forgot to . . . . You forgot to . . . . (You are not only inefficient but also stupid (You are not only inefficient but also stupid

and careless.)and careless.)

Page 6: Business Writing: Content and Organization. The Writing Process Analyze, anticipate, and adapt Analyze, anticipate, and adapt Research, organize, and

Your TurnYour Turn

TO:TO: All Employees using the HP 5000 All Employees using the HP 5000

We have a serious security problem involving your failure to We have a serious security problem involving your failure to take appropriate measures to safeguard your log-in ID. Per take appropriate measures to safeguard your log-in ID. Per company policy, you are not allowed to give your password company policy, you are not allowed to give your password out to anybody else. In addition, many of you are saving out to anybody else. In addition, many of you are saving your log-in access so that the computer automatically logs your log-in access so that the computer automatically logs you in when you boot up your computer. Don’t do that. You you in when you boot up your computer. Don’t do that. You are exposing the entire organization to possible intrusion are exposing the entire organization to possible intrusion and malicious manipulation of company files. A violator and malicious manipulation of company files. A violator wouldn’t even have to know your password to gain entry to wouldn’t even have to know your password to gain entry to the entire system!!! Consequently, I have developed a new the entire system!!! Consequently, I have developed a new computer security policy. Sign it and return it to me ASAP to computer security policy. Sign it and return it to me ASAP to indicate your understanding of the above two very serious indicate your understanding of the above two very serious issues and your promise to never do them in the future.issues and your promise to never do them in the future.

AttachmentAttachment

Page 7: Business Writing: Content and Organization. The Writing Process Analyze, anticipate, and adapt Analyze, anticipate, and adapt Research, organize, and

The Writing Process The Writing Process

Analyze, anticipate, and adaptAnalyze, anticipate, and adapt Research, organize, and composeResearch, organize, and compose Revise, proofread, and evaluateRevise, proofread, and evaluate

Page 8: Business Writing: Content and Organization. The Writing Process Analyze, anticipate, and adapt Analyze, anticipate, and adapt Research, organize, and

Research, Organize, and Research, Organize, and Compose Compose ResearchResearch

Formal: electronic, manual secondary, Formal: electronic, manual secondary, primary, testsprimary, tests

Informal: visit, files, informal surveyInformal: visit, files, informal survey OrganizeOrganize

Direct Direct for receptivefor receptive Indirect for unreceptiveIndirect for unreceptive

ComposeCompose Complete sentencesComplete sentences Effective paragraphsEffective paragraphs

Page 9: Business Writing: Content and Organization. The Writing Process Analyze, anticipate, and adapt Analyze, anticipate, and adapt Research, organize, and

Write Complete SentencesWrite Complete Sentences

Use Use short short sentencessentences Emphasize important ideasEmphasize important ideas Use the active voice for most Use the active voice for most

sentencessentences Use the passive voice to deemphasize Use the passive voice to deemphasize

the performer and/or to be tactful the performer and/or to be tactful

Page 10: Business Writing: Content and Organization. The Writing Process Analyze, anticipate, and adapt Analyze, anticipate, and adapt Research, organize, and

Write Effective ParagraphsWrite Effective Paragraphs

One topic per paragraphOne topic per paragraph Arrange sentences directly/indirectlyArrange sentences directly/indirectly Use transitional expressions for Use transitional expressions for

coherencecoherence Emphasize key idea via repeating and Emphasize key idea via repeating and

rephrasing itrephrasing it Use pronouns to refer Use pronouns to refer clearlyclearly to to

antecedentsantecedents

Page 11: Business Writing: Content and Organization. The Writing Process Analyze, anticipate, and adapt Analyze, anticipate, and adapt Research, organize, and

The Writing Process The Writing Process

Analyze, anticipate, and adapt Analyze, anticipate, and adapt Research, organize, and composeResearch, organize, and compose Revise, proofread, and evaluateRevise, proofread, and evaluate

Page 12: Business Writing: Content and Organization. The Writing Process Analyze, anticipate, and adapt Analyze, anticipate, and adapt Research, organize, and

Revise, Proofread, and Revise, Proofread, and Evaluate Evaluate Revise Revise

For clarity For clarity For conciseness (KISS)For conciseness (KISS) For readabilityFor readability

Proofread Proofread for correctness for correctness

Evaluate Evaluate for feedback for feedback

Page 13: Business Writing: Content and Organization. The Writing Process Analyze, anticipate, and adapt Analyze, anticipate, and adapt Research, organize, and

Why Accuracy in Proofreading Why Accuracy in Proofreading is Important is Important If you believe that 99.9 percent accuracy If you believe that 99.9 percent accuracy

is acceptable, then is acceptable, then Every hour: Every hour:

18,322 pieces of mail would be mishandled 18,322 pieces of mail would be mishandled 22,000 checks would be deducted from the 22,000 checks would be deducted from the

wrong bank account wrong bank account

Every day: Every day: 12 newborn babies would be given to wrong 12 newborn babies would be given to wrong

parents parents 55 incorrect drug prescriptions would be 55 incorrect drug prescriptions would be

writtenwritten

Page 14: Business Writing: Content and Organization. The Writing Process Analyze, anticipate, and adapt Analyze, anticipate, and adapt Research, organize, and

Why Accuracy in Proofreading Why Accuracy in Proofreading is Importantis Important If you believe that 99.9 percent accuracy If you believe that 99.9 percent accuracy

is acceptable, then is acceptable, then Every week: Every week:

500 incorrect surgical procedures would be 500 incorrect surgical procedures would be performed performed

48,000 books would be shipped with the wrong 48,000 books would be shipped with the wrong cover cover

Every year: Every year: 81,000 faulty rolls of 35mm film would be 81,000 faulty rolls of 35mm film would be

loaded loaded 2 million documents would be lost by the IRS2 million documents would be lost by the IRS

Page 15: Business Writing: Content and Organization. The Writing Process Analyze, anticipate, and adapt Analyze, anticipate, and adapt Research, organize, and

Why Accuracy in Proofreading Why Accuracy in Proofreading is Importantis Important If you believe that 99.9 percent accuracy If you believe that 99.9 percent accuracy

is acceptable, then is acceptable, then In addition In addition

320 entries in Webster’s Third New 320 entries in Webster’s Third New International Dictionary of the English International Dictionary of the English Language would be misspelledLanguage would be misspelled

Page 16: Business Writing: Content and Organization. The Writing Process Analyze, anticipate, and adapt Analyze, anticipate, and adapt Research, organize, and

Your Turn!Your Turn!

To: To: Professor SmithProfessor SmithFrom: From: Jane StudentJane StudentSubject:Subject:Nuclear Fission Credit Research Nuclear Fission Credit Research

I’ve thought a lot about what I want to do for my research project I’ve thought a lot about what I want to do for my research project in your CS 589 class and I’ve decided that it might be kinda in your CS 589 class and I’ve decided that it might be kinda interesting to figure out who really deserves the credit for interesting to figure out who really deserves the credit for discovering nuclear fission: Hahn or Meitner and Strassman—discovering nuclear fission: Hahn or Meitner and Strassman—who I think really should have won the Nobel Prize. But anyway, who I think really should have won the Nobel Prize. But anyway, this topic should also meet a couple of your criteria…..it’s this topic should also meet a couple of your criteria…..it’s interesting to me (after all, I interesting to me (after all, I am am a woman studying nuclear a woman studying nuclear research!) and I think I can find some research sources on it. research!) and I think I can find some research sources on it. You also said that you wanted our research topics to be You also said that you wanted our research topics to be technical and provide depth. It does.technical and provide depth. It does.

Well, just let me know if this topic is okay so I can get started on Well, just let me know if this topic is okay so I can get started on it.it.

Page 17: Business Writing: Content and Organization. The Writing Process Analyze, anticipate, and adapt Analyze, anticipate, and adapt Research, organize, and

To: To: Professor SmithProfessor SmithFrom: From: Jane StudentJane StudentSubject:Subject: Request for Research Topic for CS 589Request for Research Topic for CS 589

For my CS 589 project, please permit me to study the way in which credit has been For my CS 589 project, please permit me to study the way in which credit has been awarded for the discovery of nuclear fission. Although Otto Hahn received the 1946 awarded for the discovery of nuclear fission. Although Otto Hahn received the 1946 Nobel Prize in Chemistry for the discovery, several people assert that Lise Meitner and Nobel Prize in Chemistry for the discovery, several people assert that Lise Meitner and Fritz Strassman should have also received credit. In my research, I will attempt to discern Fritz Strassman should have also received credit. In my research, I will attempt to discern if credit was given appropriately.if credit was given appropriately.

Research to determine the proper credit for the discovery of nuclear fission meets the Research to determine the proper credit for the discovery of nuclear fission meets the following three CS 589 project criteria: (a) the research topic is of interest, (b) the following three CS 589 project criteria: (a) the research topic is of interest, (b) the research topic can be researched quickly, and (c) the research topic is technical and research topic can be researched quickly, and (c) the research topic is technical and provides depth.provides depth.

Research Topic is of InterestResearch Topic is of InterestI am interested in the topic. As a nuclear engineering student, I realize that the I am interested in the topic. As a nuclear engineering student, I realize that the discovery of nuclear fission was perhaps the single most important discovery this discovery of nuclear fission was perhaps the single most important discovery this century in my field. As a woman scientist, I am also deeply interested in the successes century in my field. As a woman scientist, I am also deeply interested in the successes and challenges faced by other women scientists. and challenges faced by other women scientists.

Research Topic Can be Researched QuicklyResearch Topic Can be Researched QuicklyThe discovery of nuclear fission can be quickly researched. A computer search in the The discovery of nuclear fission can be quickly researched. A computer search in the library has revealed many sources available on this topic. Attached to this memo is a library has revealed many sources available on this topic. Attached to this memo is a summary of one such source, summary of one such source, Lise Meitner: A Life in PhysicsLise Meitner: A Life in Physics by Ruth Sime. by Ruth Sime.

Research Topic is Technical and In-depthResearch Topic is Technical and In-depthThe fission of a uranium nuclear is clearly technical in that it involves an understanding The fission of a uranium nuclear is clearly technical in that it involves an understanding of both chemistry and physics principles. Additionally, by focusing on this single of both chemistry and physics principles. Additionally, by focusing on this single discovery, I believe that I can provide the required depth of subject. discovery, I believe that I can provide the required depth of subject.

If you have any suggestions for modifying this topic, please let me know. With your If you have any suggestions for modifying this topic, please let me know. With your permission, I will continue researching.permission, I will continue researching.

AttachmentAttachment

Page 18: Business Writing: Content and Organization. The Writing Process Analyze, anticipate, and adapt Analyze, anticipate, and adapt Research, organize, and

Go ForthGo Forth

and Communicate Clearlyand Communicate Clearly