The Three Step Writing ProcessThe Three Step Writing Process

The Three-Step Writing ProcessThe Three-Step Writing Process

Planning Writing Completing

Analyze

Investigate

Adapt

Organize

Compose

Revise

Produce

Proof-read

Analyzing Your PurposeAnalyzing Your Purpose

Define your Purpose:– General Purpose. (to inform, to persuade, to

collaborate)– Specific Purpose.

Sense Check:– Is your purpose realistic?– Is this the right time?– Is the right person delivering your message?– Is your purpose acceptable to your organization?

Analyzing Your AudienceAnalyzing Your Audience

Identify the primary audience.

Determine audience size.

Determine audience composition.

Judge your audience’s level of understanding.

Estimate your audience’s probable reaction.

Investigating Necessary InformationInvestigating Necessary Information

Collect Information Informally:– Considering others’ viewpoints.– Browsing through company files.– Chatting with supervisors or colleagues.– Asking your audience for input.

Provide All Required Information:– Accurate.– Ethical.– Necessary.

Adapting Your Message to Serve Your Adapting Your Message to Serve Your Audience and PurposeAudience and Purpose

Select Appropriate Channel and Medium.Oral Media.Written Media.

Letters and Memos.Reports and Proposals.

Electronic Forms.Voice Mail.Teleconferencing.Fax.Email.Websites.

Establish a Good Relationship with Your Establish a Good Relationship with Your AudienceAudience

1. Use the “You” Attitude.2. Emphasize the Positive.3. Establish Your Credibility.4. Be Polite.5. Use Bias-Free Language.

Gender bias.Racial bias.Age bias.Disability bias.

6. Project the Company’s Image.

Use short, familiar words.Use short, familiar words.

DON’TDON’TIn effect, it was hypothesized that certain physical data categories including housing types and densities, land use characteristics, and ecological location constitute a scaleable content area. This could be called a continuum of residential desirability. Likewise, it was hypothesized that several social data categories, describing the same census tracts and referring generally to to the social stratification system of the city, would also be scaleable. This scale could be called a continuum of socioeconomic status. Thirdly, it was hypothesized that there would be a high positive correlation between the scale types on each continuum.

Use short, familiar words.Use short, familiar words.

One can tell from an aerial photograph where rich and poor people live. The rich live in big houses set far apart. The poor live in small houses set close together.

DODO

Prefer the short, familiar word Prefer the short, familiar word to the long, unfamiliar word.to the long, unfamiliar word.

Shorten Do About Find out Begin Much Decide Harmful

Abbreviate

Accomplish

Approximately

Ascertain

Commence

Considerable

Determine

Detrimental

Long, Unfamiliar Words Short, Familiar Words

Use Technical Language with Caution.Use Technical Language with Caution.Social SecuritySocial Security’’s technical language found s technical language found

to be misunderstood by outsidersto be misunderstood by outsiders::

Has worked long enough (under Social Security) to become insured.Family insurance paymentsA job covered by Social SecurityWorker who has diedTo apply for insurance paymentsWorkers past 65

Has sufficient quarters of coverage to acquire an insured status.Survivors’ benefitsCovered employmentDeceased wage earnerTo file a claimAged workers

Technical Language Improved Version

Prefer the concrete to Prefer the concrete to the abstract.the abstract.

Our research shows that 87 percent of those using this technique are successful.Your department may hire three new stock clerks.We will ship the Moss No. 41 desk sets you ordered October 12 by Arrow Freight on October 15.Each of the branch managers will received a 15 percent pay raise.This process requires a constant temperature of 10 degrees centigrade.

We have found that this technique is successful.

Your department may hire somenew employees.We will ship your order soon.

Each of the branch managers will receive a substantial pay raise.This procedure requires a constant low temperature.

Abstract Concrete

Prefer the active to the passive.Prefer the active to the passive.

I believe they padded the bill.

The president read your report.

The treasurer prepares the profit and loss statement each month.

We suggest that you clean the element in warm, soapy water.Mr. Wong wants you to bring this matter to the attention of the manager.

It is believed that the bill was padded.Your report was read by the president.The profit and loss statement is prepared by the treasurer each month.It is suggested that you clean the element in warm, soapy water.It is desired that every effort be made to have this matter brought to the attention of the manager.

Passive Active

Prefer strong verbs to verbs Prefer strong verbs to verbs camouflaged as nouns.camouflaged as nouns.

. . . classify . . .. . . compute . . .. . . explore . . .. . . inform . . .

. . . negotiate . . .. . . observe . . .

. . . represent . . .

. . . make a classification . . .. . . make a computation . . .

. . . conduct an exploration . . .. . . provide information . . .

. . . engage in negotiation . . .. . . make an observation . . .

. . . provide representation . . .

Camouflaged Verb Strong Verb

Prefer strong verbs to verbs Prefer strong verbs to verbs camouflaged as nouns.camouflaged as nouns.

We canceled the order on the 12th.The change eliminated the deficit.Ms. Brown manages this office.The safety officer distributed the special equipment.

Cancellation of the order was made on the 12th.Elimination of the deficit was brought about by the change.The management of this office is conducted by Ms. Brown.Distribution of the special equipment was accomplished by the safety officer.

Camouflaged Verb Strong Verb

Choose the precise word.Choose the precise word.

The committee (comprises) (constitutes) representatives from all four sales districts.

This building site cost a large (sum) (amount) of money.

She was (notorious) (noted) for her concern for the poor.

We found no evidence that would (cause) (enable) us to support him.

The management of this store is independent (of) (from) the main office.

Choose the precise word.Choose the precise word.

She (claimed) (maintained) (said) that she was ill. He is angry (about) (with) the loss. I will try (to) (and) correct the error. I differ (with) (from) you on this conclusion. If he is late, I will not wait (for) (on) him longer than

ten minutes. She has an interest (in) (for) technical writing.

Suggestions for Suggestions for Nondiscriminatory WritingNondiscriminatory Writing

Avoid sexist pronouns by rewording to eliminate the offending word, making the reference plural, and substituting a neutral expression (he or she,

he/she, s/he, you, one, person).

Reword to eliminate the offending word.Reword to eliminate the offending word.

We will reimburse any employee for travel expenses paid.A customer who pays promptly is placed on our preferred list.

A physician should treat patients with respect.

Sexist Nonsexist

We will reimburse any employee who paid his travel expenses.If a customer pays promptly, he is placed on our preferred list.A physician should treat his patients with respect.

Make the reference plural.Make the reference plural.

If customers pay promptly, they are placed on our preferred list.When unauthorized employees enter the security area, they are subject to dismissal.Supervisors are not responsible for such losses if they are not negligent.When customers need service, they have the right to ask for it.

If a customer pays promptly, he is placed on our preferred list.When an unauthorized employee enters the security area, he is subject to dismissal.A supervisor is not responsible for such losses if he is not negligent.When a customer needs service, it is her right to ask for it.

Sexist Nonsexist

Substitute a neutral expression.Substitute a neutral expression.

If a customer pays promptly, he or she is placed on our preferred list.When an unauthorized employee enters the security area, he/she is subject to dismissal.A supervisor is not responsible for such losses if s/he is not negligent.When service is needed, one has the right to ask for it.

If a customer pays promptly, he is placed on our preferred list.

When an unauthorized employee enters the security area, he is subject to dismissal.A supervisor is not responsible for such losses if he is not negligent.When a customer needs service, it is her right to ask for it.

Sexist Nonsexist

Avoid words with a Avoid words with a masculine origin.masculine origin.

manufactured, of human originpersonnel, workersrepresentative, member of Congressbusiness executive, businesspersonletter carrier, mail carrierpolice officerfire fightercamera operatorserver

man-mademanpowercongressmanbusinessmanmailmanpolicemanfiremancameramanwaiter/waitress

Sexist Nonsexist

Avoid words that lower oneAvoid words that lower one’’s status.s status.

my girllady doctorauthoress

actresspoetess

sculptressmale nurse

male secretary

my secretary doctor author actor poet sculptor nurse secretary

Instead of Use

Generally avoid words that stereotype Generally avoid words that stereotype byby

Race– a hard-working African-American– an honest Sicilian

Age– golden ager– youngster

Disability– deaf and dumb– crippled

Sexual Orientation– homosexual– gay

The Three-Step Writing ProcessThe Three-Step Writing Process

Planning Writing Completing

Analyze

Investigate

Adapt

Organize

Compose

Revise

Produce

Proof-read

Importance of OrganizationImportance of Organization

Good organization helps your audience understand your message.

Good organization helps your audience accept your message.

Good organization saves your audience time.

Common Organization ProblemsCommon Organization Problems

Taking too long to get to the point.

Including irrelevant material.

Getting ideas mixed up.

Leaving out necessary information.

Achieving Good OrganizationAchieving Good Organization

Define the Main Idea.

Limit the Scope.

Group Your Points.

Select a Direct / Indirect Approach.

Define the Main IdeaDefine the Main Idea

Topic: The broad subject of your message.

Main Idea:Makes a statement about your topic.What you want your audience to think or do.Why they should do so.

General Purpose Specific Purpose Topic Main Idea

To inform Teach customer service reps how to file insurance claims

Insurance Claims Proper filing by reps saves the company time and money.

To persuade Get top managers to approve funding on R&D.

Funding for R&D Competitors spend more than we do on R&D.

Limit the ScopeLimit the Scope

Gear your main idea to the length of the message.

Deal with three or four major points (maximum five), regardless of message length.

Group Your PointsGroup Your Points

Construct an Outline.– Start with the Main Idea.– State the Major Points.– Illustrate with Evidence.

MAIN IDEA

MAJOR POINT

EVIDENCE EVIDENCE

Choose between Direct and Indirect Choose between Direct and Indirect ApproachesApproaches

Direct Approach (deductive). – Main idea comes first, followed by evidence.

Indirect Approach (inductive).– Evidence comes first, the main idea comes later.

Choose between Direct and Indirect Choose between Direct and Indirect ApproachesApproaches

Audience Reaction.– Positive.– Neutral.– Negative.

Message Length.– Short (Memos and Letters).– Long (Reports, Proposals and Letters).

Message Type.– Routine, Good-News and Goodwill Messages.– Bad-News Messages.– Persuasive Messages.

Composing Your MessageComposing Your Message

Composing your first draft.– Decide what to say and in what order.– Improve on your outline.– Pay attention to your style and tone.– Select words that match your style and tone.– Create effective sentences.– Develop coherent, easy to understand paragraphs.– Take ideas from other business journals, magazines, etc.– Practice.

Control Your Style and ToneControl Your Style and Tone

Use a Conversational Tone.– Avoid obsolete and pompous language.– Avoid intimacy (Just between you and me…).– Avoid humor.– Avoid preaching and bragging.

Use plain English.

Obsolete Up to Date

In due course Today, tomorrow ( or a specific time)

We wish to inform you (just say it)

Attached herein, please find Attached is

We are in receipt of We have received

Select the Best WordsSelect the Best Words

Use Words that Communicate.

Choose Strong Words.

Choose Familiar Words.

Avoid clichés.

Use jargon carefully.

Weak Phrases Strong Terms

Wealthy businessperson Tycoon

Business prosperity Boom

Hard Times Slump

Avoid Clichés Use Plain Language

Cost an arm and a leg Expensive

Fall through the cracks Be overlooked

Call the shots Be in charge

Compose Elegant Email MessagesCompose Elegant Email Messages

Make your subject line informative.

Personalize your email message.

Make your email easy to follow.

Completing Business MessagesCompleting Business Messages

The Three-Step Writing ProcessThe Three-Step Writing Process

Planning Writing Completing

Analyze

Investigate

Adapt

Organize

Compose

Revise

Produce

Proof-read

Revising Your MessageRevising Your Message

Evaluate Your Content and Organization.

Review Your Style and Readability.

Give Others Specific, Constructive Criticism.

Review Your Style and ReadabilityReview Your Style and Readability

Conciseness.

Delete unnecessary words and phrases.

Shorten long words and phrases.

Eliminate redundancies.

Unacceptable Acceptable

In the near future Soon

In the event that If

In view of the fact that Because

During the preceding year, the company accelerated productive operations.

Last year, the company sped up operations.

Absolutely complete Complete

Basic fundamentals Fundamentals

Repeat again Repeat

Return back Return

Surrounded on all sides Surrounded

Collect together Collect

Future plans Plans

Producing Your MessageProducing Your Message

Proofreading Your MessageProofreading Your Message