chapter 4 copyright © 2015 cengage learning the writing process

Chapter 4

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The Writing Process

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Audience Analysis Planning Drafting

Revising Proofreading

The Writing Process

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The Writing Process

Audience Analysis

Studying relevant aspects of the

receiver

Planning Determining

purpose, content, and organization

DraftingComposing a first

draft

RevisingEditing for

content, style, and correctness

ProofreadingChecking for

content, typographical,

and format errors

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The Writing Process

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What Is the Value of Analyzing an Audience?

TIM

GR

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/ALA

MY

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Remember This About Your Audience

No one is perfect. People need specific information.

Most people are honest and reasonable.

People want to know what they will gain by taking action.

People don’t like to be “talked down to.”

Most people would react to your message the same way you would if you had received it.

Audience Analysis | Planning | Drafting | Revising | Proofreading

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Res

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Example: Changing Housekeepers’ Hours

Who is the audience?

What is your relationship with the audience?

How will the audience likely react?

What does the audience already know?

What is unique about the audience?


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The Writing Process

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Identifying Specific Objectives

General-Purpose Statement Specific Communication Objective

To compliment the employee (after I observed a difficult customer interaction)

To have the employee feel good after the interaction with the customer and to understand that she handled the situation well

To win the business (by sending a proposal to a prospective client)

To have the prospective client call us for an in-person meeting before June 30

To help the customer to her satisfaction

To help the customer embed a form on her website and give her confidence to do this on her own in the future


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Using a Mind Map to Plan Content

Message Purpose

Possible

Points

Details

Possible

Points

Possible

Points

Possible

Points

Details

Details

Details

Details

Details


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Example: Frequent-Stay Program Message Outline

Introduction: Purpose, main points, and previewWhy should we create a frequent-stay program?

I) Reward guests for loyaltyII) Stay competitiveIII) Increase profits

1) How should we develop the program?I) Survey guests by locationII) Project all costs

i. Overheadii. Awardsiii. Research and developmentiv. Start-up

III) Study competitors’ programsi. Hiltonii. Holiday Inniii. Best Westerniv. Hyatt (to be continued)


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The Writing Process

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Set small goals for yourself (e.g., write the first paragraph) and then reward yourself.

Ideas to Stop Procrastinating

Pretend your

first draft is an

essay exam.

Set a timer,

consult your

outline, and

write.

You have to give an oral presentation on your subject. You have 10 minutes. Go!

Procrastination is just a habit. A week or two before the deadline…


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Overcoming Writer’s Block

Choose the right environment

Minimize distractions

Schedule a reasonable block of time

State your purpose in writing

Write freely

Think out loud

Avoid perfectionism

Write the easiest parts first


DOGLIKEHORSE/SHUTTERSTOCK.COM

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Writing Email Messages

● Follow company standards for the salutation● Use a descriptive, attention-grabbing

subject line● Don’t copy the world● Use BCC sparingly● Keep emails short and skimmable● Check your tone● Provide context● Follow company standards for the closing

and signature line


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Three Steps to Revising

CorrectnessStyleContent

Reread your purpose

statement and the entire draft

to get an overview of your

message.

Read each paragraph again

(aloud, if possible) to get

a feel for the rhythm and flow of your writing.

Identify problems with grammar,

spelling, punctuation, and

word usage.


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Look for Hard-to-Spot Errors

Misused words that spellcheckers won’t flag

Repeated or omitted words

Proper names and numbers

Titles and headings


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Catch More Errors

Proofread in print

Print on yellow or pink paper

Wait a few hours or overnight

Use a ruler to guide and slow down your eyes

Read backwards, one sentence at a time


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What Is Wrong with These Sentences?

1. There to busy with they’re report to be their for the hearing.

2. I will except your advise, but the affect of doing so may bring alot of change.

3. Your going to present you’re report first.

4. Whose going to let us know who’s turn it is to make coffee?

5. How much farther can we pursue this if its not past on through regular channels?


chapter 4 copyright © 2015 cengage learning the writing process

Documents

cengage learning example

writing process slide

tim grahamalamy slide

difficult customer interaction

main points

company standards

prospective client

development iv