CHAPTER 6 : WRITING PROCESS PHASE 2 Research, Organize and Compose Presented by Business students at John Molson School of Business, Concordia: Nina Ansermino, Eliyah Assedou, and Stewart Sullivan

2 PHASE 2 of Mary Ellen Guffey’s 3-X-3 Writing Process

Three Simple Steps to Writing Research data on your topic Organize text elements Compose a coherent article

4 First Step to Writing: Research

5 First Step to Writing Before writing a message, collect all the information that you will need for your message This information will help shape the message that you are trying to convey to the reader

6 First Step to Writing To avoid an inaccurate message, gather information that answers these primary questions: –What does the receiver need to know about this topic? –What is the receiver to do? –How is the receiver to do it? –When must the receiver do it? –What will happen if the receiver doesn’t do it?

7 First Step to Writing When you are conducting your research, be sure to follow the right research method –Formal Research Method –Informal Research Method

8 First Step to Writing Formal Research –Long reports and complex business problems

9 First Step to Writing Ways of conducting formal research –Access electronically : websites, databases, CD’s, public records and organizations –Search manually : through the library, book, magazine, news papers –Investigate primary sources : interview, survey –Experiment scientifically

10 First Step to Writing Informal Research –Used to find information for most routine tasks : s, memos, letters and reports Ways of conducing Informal Research –Look in files : find previous documents to help you with content and format –Talk with your boss –Interview a target audience –Conduct an informal survey : conduct phone surveys or questionnaires

11 First Step to Writing Once you have gathered all the information you need through research, you can start finding other ways to generate ideas

12 First Step to Writing Brainstorming : Creating a Cluster Diagram –In the centre, write your topic name and circle it –Around the circle record any topic ideas that come to mind –Circle each separate idea –Avoid censoring ideas, record everything –If ideas seem related, join them with lines

13 First Step to Writing Example of a Cluster Diagram

14 First Step to Writing Ideas for productive group brainstorming –Define problem and create an agenda that outline the topics to be covered –Establish time limits, short sessions are best –Set a quota of ideas, quantity not quality –Encourage “out of the box” thinking

15 First Step to Writing –Write ideas on flip charts or on sheets of paper hung around the room –Require each participant to contribute, accept and improve their ideas and the ideas of others –Organize and classify the ideas, searching for the best

16 Second Step to Writing: Organize

17 Second Step to Writing To ensure that your message is well organized: –Group similar items together –Ideas should follow a sequence Unorganized messages can leave the reader confused and will not emphasize the important points

18 Second Step to Writing Organizing Ideas From a Cluster Diagram –Analyze the previous ideas –Cross out irrelevant ideas –Add new ideas that seem appropriate –Study these ideas for similarities –Group similar ideas into classifications –For further visualization, make sub-cluster circles around each classification

19 Second Step to Writing There are two other simple techniques that will also help you organize your data –The scratch list –An outline

20 Second Step to Writing When developing your message, make a scratch list of the topic that want to cover Possibly make scratch list in margins of letter or memo that you are responding to Then, compose a message at you computer from your scratch list

21 Second Step to Writing Use an outline to organize and group ideas to make a plan of what you want to write –Examples: »Alphanumeric Outline »Decimal Outline

22 Second Step to Writing Format for Alphanumeric Outline –Title : Major Idea, Purpose –I. First Major Component A. First subpoint –1. Detail, illustration, evidence –2. Detail, illustration, evidence B. Second subpoint –1. Detail, illustration, evidence –2. Detail, illustration, evidence –II. Second Major Component A. First subpoint

23 Second Step to Writing –1. Detail, illustration, evidence –2. Detail, illustration, evidence B. Second subpoint –1. Detail, illustration, evidence –2. Detail, illustration, evidence –III. Third Major Component A. First subpoint –1. Detail, illustration, evidence –2. Detail, illustration, evidence B. Second subpoint –1. Detail, illustration, evidence –2. Detail, illustration, evidence

24 Second Step to Writing Formal for Decimal Outline –Title : Major Idea, Purpose –1.0 First Major Component 1.1 First Subpoint –1.1.1 Detail, illustration, evidence –1.1.2 Detail, illustration, evidence 1.2 Second Subpoint –1.2.1 Detail, illustration, evidence –1.2.2 Detail, illustration, evidence –2.0 Second Major Component 2.1 First Subpoint

25 Second Step to Writing –2.1.1 Detail, illustration, evidence –2.1.2 Detail, illustration, evidence 2.2 Second subpoint –2.2.1 Detail, illustration, evidence –2.2.2 Detail, Illustration, evidence –3.0 Third Major Component 3.1 First Subpoint –3.1.1 Detail, illustration, evidence –3.1.2 Detail, illustration, evidence 3.2 Second Subpoint –3.2.1 Detail, illustration, evidence –3.2.2 Detail, illustration, evidence

26 Second Step to Writing Each major category is divided into two or more subcategories Subcategories should consist of examples, details, statists, case histories and other data Each sub-point should be more subdivided into more specific illustrations and details depending on the audience

27 Second Step to Writing Tips for Making Outlines –define the main topic in the title –divide the main topic into major components of classifications (three-five) –break components into sub-points –strive to make each component exclusive –use details, illustrations and evidence to support sub-points

28 Second Step to Writing Typical Major Components to Business Outlines –Letter or Memo I. Opening II. Body III. Close –Informational Report I. Introduction II. Facts III. Summary

29 Second Step to Writing –Procedure I. Step 1 II. Step 2 II. Step 3 IV. Step 4 –Analytical Report I. Introductions II. Facts / Findings III. Conclusions IV. Recommendations (if requested)

30 Second Step to Writing –Proposal I. Introduction II. Proposed Solution III. Staffing IV. Schedule, cost V. Authorization

31 Second Step to Writing Organizing Idea’s into Patterns –There are two organizational patterns which provide a plan of action for typical business messages Direct Pattern Indirect Pattern

32 Second Step to Writing Direct Pattern for Receptive Audiences –When deciding on the message that you wish to convey, you need to anticipate the audiences reaction –Make sure you put the purpose of your message in the first or second sentence –Explanations and details should follow the opening

33 Second Step to Writing Direct Method is also called “front-loading” and has some benefits –Saves the reader’s time : messages that take too long may lose the reader along the way –Sets a proper frame of mind : learning purpose upfront helps reader put details into perspective –Prevents frustration : poorly organized messages create negative impression of writer

34 Second Step to Writing Works best with audiences that are likely to be receptive Typical business messages that follow the direct pattern : routine requests and responses, orders and acknowledgements, non-sensitive moms, messages, information reports and informational oral presentations None have a sensitive subject matter

35 Second Step to Writing Indirect Pattern for Unreceptive Audiences –A most suitable approach of writing if you wish to leave the audience displeased or even hostile –Only expose the message after you have delivered explanation and evidence –Works well with bad news, persuasion and sensitive messages

36 Second Step to Writing Typical business messages that use this method : letters / memos that refuse requests, deny claims and disapprove credit, persuasive requests, sales letters, and sensitive messages

37 Second Step to Writing This method also has many advantages –Respects the feelings of the audience : bad news is painful but this way they will be prepared for it –Encourages a fair hearing : if main idea is read at the beginning, reader might not listen anymore –Minimizes a negative reaction : negative reaction will be improved is news is delivered gently

38 Third Step to Writing: Compose

39 Third Step to Writing After all of the researching and organization, it is time to begin composing your message Composing is made easier as you have all of your ideas organized and ready to work with It is made easier if you have a quiet working environment

40 Third Step to Writing As you begin, keep in mind that this is a first draft, not your final copy Get your thoughts down on paper and go back and edit at the end If you can’t think of the right word, insert a substitute or type “find word later” If you handwrite, make sure to double space that you have room for change

41 Third Step to Writing Effective Sentences : some basic sentence elements –Complete Sentences Include subjects and verbs They must make sense Example - Your essay was very creative.

42 Third Step to Writing –Clauses and Phrases Key building blocks to sentences Clauses have subjects and verbs Phrases do not Example of clauses - Because she can sing, they want her to be in the choir. Example of phrases - The manager of Gap Inc. sent an to the staff.

43 Third Step to Writing Independent and Dependent Clauses –Dependent clauses rely on independent clauses for their meaning to make sense –Independent clauses can stand on their own as they are grammatically correct –Example - Because you have all learned how to write well, I think you should write an essay.

44 Third Step to Writing In order for sentences to be as effective as possible, they must be short and concise Limit them to about 20 words or less Break up complex sentences with periods However, make sure to still have a balance between long and short sentences to keep the reader interested

45 Third Step to Writing Emphasizing Important Ideas –Make use of bold, italics and underscore –Use vivid words : reader can picture ideas –Label the main idea

46 Third Step to Writing –Place the important idea first or last in the sentence : that way the ideas will have less competition with surrounding words –Place the important idea in a simple sentence or in an independent clause –Make sure the important idea is the sentence subject

47 Third Step to Writing Active-Voice –Sentences with active-voice verbs has the doer of the action as the subject –We use active-voice for most business writing –Used to make a blunt announcement –Example : Tyler made a major error in the estimate

48 Third Step to Writing Passive-Voice –In passive-voice sentences, the subject is acted upon –Use to emphasize an action or recipient of the action –Use to de-emphasize negative news –Use to conceal the doer of an action –Example : A major error was made in the estimate

49 Third Step to Writing To tell if a verb is active or passive, identify the subject of the sentence Then decide whether the subject is doing the acting or if it is being acted upon Another clue to identifying passive-voice verbs is that they usually include a “to be” helping verb such as is, are, was, were, being or been

50 Third Step to Writing Drafting Meaningful Paragraphs –Discuss only one topic and connect other ideas logically –Construct sentences and make into a paragraph Main sentence : primary idea of paragraph Supporting sentence : provides evidence to support main idea Limiting sentence : acts as an opposition to main idea but suggesting contrasting ideas

51 Third Step to Writing Direct Paragraph Plan –Most business message use this paragraph plan because it clarifies the subject immediately –Useful when you must define, classify, illustrate, describe I. Main Sentence II. Supporting Sentences

52 Third Step to Writing –Can alter direct plan by adding a limiting sentence I. Main Sentence II. Limiting Sentence III. Supporting Sentences

53 Third Step to Writing Pivoting Paragraph Plan –I. Limiting Sentence (offers a contrasting or negative idea and can be two sentences) –II. Main Sentence –II. Supporting Sentence Useful for comparing and contrasting Use but or how to show a turn in direction

54 Third Step to Writing Indirect Paragraph Plan –I. Supporting Sentence –II. Main Sentence Allows you to build a foundation of reasons before revealing the big idea to the audience Explain your reasoning and then at the end draw your conclusion Appropriate when delivering bad news Works well for describing cause followed by effect

55 Third Step to Writing Link Ideas to Build Coherence –Sustaining the key idea: repeating a key expression or a similar one –Using pronouns (we, they, she, he) to build continuity by confirming to the audience that the same thing under discussion is still being discussed

56 Third Step to Writing –Dovetailing sentence : when an idea at the end of one sentence connects with an idea at the beginning of the next sentence Helpful with dense, difficult topics Should NOT be over used

57 Third Step to Writing Transitional Expressions –Helps reader anticipate what’s coming next, reducing uncertainty and speed comprehension –Non-verbal road signs to readers and listeners –They can add or strengthen a though, show time or order, clarify ideas, show causes and effect, contradict thoughts and contrast ideas

58 Third Step to Writing Transitional Expressions To Build Coherence To add or Strengthen To show time or order To Clarify To show cause and effect To Contradict To Contrast additionallyafterfor exampleaccordinglyactuallyas opposed to againbeforefor instanceas a resultbut at the same time alsoearlierI meanconsequentlyhoweverby contrast besidesfinallyin other wordsfor this reasonin factconversely likewisefirstthat issoinsteadon the contrary moreovermeanwhilethis meansthereforerather on the other hand

59 Third Step to Writing Compose Short Paragraphs for Readability –Business writers recognize the vale of short paragraphs –Paragraphs with eight or fewer lines look inviting and readable –If a topic cannot be covered in eight or fewer lines, consider breaking it up into smaller segments

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