Lecture Three Chapter Four PREPARING TO WRITE

Writing Apprehension CAUSES –Early Efforts –Never Been Taught –Lack of Knowledge of purpose, audience or point of the effort FIXES –Work Shops –Write then Right –Supportive Evaluation

COLLABORATIVE WRITING ADVANTAGES –I–IMPLEMENTATION –A–ADDITIONAL LABOR APPLIED –M–MORE EXPERTISE –A–ACCULTURATE NEWCOMER –B–BREAKDOWN BARRIERS –I–IMPROVE QUALITY DISADVANTAGES –C–COORDINATION –R–RESPONSIBILITY –T–TIME –E–EGO –C–CONFLICT

CHARACTERISTICS FLEXIBLE RESPECTFUL LISTENERS SPEAK AND WRITE CLEARLY DEPENDABLE MEET DEADLINES SHARE RESPONSIBILITY FOLLOW AND LEAD OPEN TO CRITICISM CONFIDENT CREATIVE USE OF CONFLICT

PLANNING WHAT –N–Nature of the message –W–What needs to be communicated? WHY –W–Why bother? Does the receiver know why message is being sent? WHO –H–Have I chosen the right person? (See page 96) –W–What channel is this person comfortable receiving? WHEN –T–Too early or to late. Close to critical meetings WHERE –W–Where should the message come from? HOW –C–Channel (Letter, Memo, Report, , Phone Call, Brochure, Newsletter, Manual

PRINCIPLE ONE: Choose Words Precisely DENOTIVE - Word has a common meaning. –Malapropism - Confusing one word for another Allegory or Alligator Immoral or Immortal CONNOTATIVE - Word’s meaning is subjective. –Euphemism (Intended positive connotation) Slim or Slender versus Skinny or Scrawny Friendly Fire Surgical Air Strike LANGUAGE IS FLUID NOT STATIC

PRINCIPLE TWO Use Short Rather Than Long Words The goal is clarity and understanding not a chance to show how smart you are.(Page 82)

PRINCIPLE 3 Use Concrete Rather Than Abstract Words Concrete Specific at lower rung General at the higher rungs (Page 83)

PRINCIPLE 4 Economize on the Use of Words Avoid Wordiness. Break old writing habits. Avoid use of old models of organizational writing. Look at examples on page 84

PRINCIPLE 5 AVOID OVERUSED OR HACKNEYED PHRASES OR JARGON Hackneyed –At your earliest convenience –Pursuant to –Thank you in advance Jargon –Check your skills handout (See examples on page 85 and 86)

PRINCIPLE 6 Use Positive Words That Convey Courtesy Minimize negative information State information positively Avoid gender terms Check page 88

PRINCIPLE 7 Use a Conversational Style Everyday business language (face to face communication with receiver) Check your understanding of receiver (knowledge, expertise, interests, culture, and value system)

PRINCPLE 8 Keep Sentence Relatively Short Most effective business sentences are between 15 to 20 words long. Sentences express one main point

PRINCIPLE 9 Prefer Active Voice to the Passive Voice Subject - Verb - Object –David Leeper directed the meeting. (A) –The meeting was directed by David Leeper (P)

PRINCIPLE 10 Develop Effective Paragraphs One Main Idea Per Paragraph Determine if Deductive or Inductive –If Deductive - Present main idea in lst sentence –If Inductive - Begin with details then main idea Use a Variety of Sentence Structures Emphasize Important Points Keep Paragraphs Short (See page 92 table 4-1)

PRINCIPLE 11 DEVELOP COHERENCE Create a smooth flow between sentences Transitions can be created by –Repeating Key Words –Use pronouns and synonyms to avoid repetition –Use transitional words or phrases (See Page 94 table 4-2)

PRINCIPLE 12 Edit and Rewrite Read what was written Exam for clarity, concreteness, and conversational tone Determine grammatical accuracy Check organization to assure coherence Accept that multiple drafts are necessary Use questions on page 95

Stage Three Edit BECAUSE – Writer is Lazy – Writer does not know right from wrong –Writer is on a tight deadline Look for “Plain English” terms Eliminate Unneeded Words Explain Abbreviations and Acronyms

EDITING (Continued) Eliminate Jargon Eliminate Unnatural Phrases Use Small Words Use Active Instead of Passive Verbs Use a Fog Index

FINAL CHECK Proper or Effective Word Choice Correct Spelling and Grammatical Errors Correct Sexist Errors –Gender Pronouns –Recast into Plural (Individuals, Their, They) –Avoid Certain Gender Terms (Lady) –Substitute for man or mankind (Humans) –Substitute non Sexist terms (Business person) –Use Current Job Title