Management 102 Key Concept – Effective Writing Crimson Track Guide Professor Estenson

Work Products Audience analysis for each letter or memo. Refusal Letter Persuasive Letter Memo to your leader Transmittal Letter You are free to pick topic and audience. Remember to write in a manner that matches your topic and audience.

Audience Analysis Focus on who is going to read your correspondence: – Your relationship Boss, Peer, Direct Report – How does this person prefer to receive information – Age – Education – Cultural background – Work experience – Gender

Point Distribution on Portfolio Your work product = 120 Possible points Editing Skills = 30 Possible points

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

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? –W–What channel is this person comfortable receiving? WHEN –T–Too early or too 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.

PRINCIPLE 3 Use Concrete Rather Than Abstract Words Concrete Specific at lower rung General at the higher rungs –Think of moving from a farm animal like a steer. Low rung (Mammal) High rung (Oscar the Steer)

PRINCIPLE 4 Economize on the Use of Words Avoid Wordiness. Break old writing habits. Avoid use of old models of organizational writing.

PRINCIPLE 5 AVOID OVERUSED OR HACKNEYED PHRASES OR JARGON Hackneyed –At your earliest convenience –Pursuant to –Thank you in advance Jargon –Buzzword Hell

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

PRINCIPLE 7 Use a Conversational Style Everyday business language (face to face communication with receiver) Check that your receiver can understand your work choice (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 Business is an action driven environment 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 the first sentence –If Inductive - Begin with details then main idea Use a Variety of Sentence Structures Emphasize Important Points Keep Paragraphs Short

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

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

Specific Check Points Use of “Plain English” terms Eliminate Unneeded Words Explain Abbreviations and Acronyms Eliminate Jargon Eliminate Unnatural Phrases Use Small Words

EDITING (Continued) Use Active Instead of Passive Verbs Correct Spelling and Grammatical Errors Correct Sexist Errors