1. Chapter 4 The Process of Writing
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2. The Writing Process Audience Analysis Planning Drafting Revising
Proofreading

3. The Writing Process
Audience Analysis Studying relevant aspects of the receiver
Planning Determining purpose, content, and organization
Drafting Composing a first draft
Revising Editing for content, style, and correctness
Proofreading Checking for content, typographical, and format errors

4. Others who will read and be affected by your message
Types of Audience
Primary Audience
The Decision maker
Secondary Audience
Others who will read and be affected by your message

5. 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?

6. Identifying Specific Objectives
General-Purpose Statement
Specific Communication Objective
To communicate the office move.
To explain the rationale and process for the move to employees, while maintaining morale and minimizing employee turnover.
To apply for the sales associate position.
To convince the HR manager to call me for an interview based on my qualifications for the job.
To deny a customer’s request for a replacement iPod.
To maintain the customer’s goodwill by helping her understand the rationale for the decision and convincing him/her that the denial is reasonable.

7. Planning the message Purpose Content Organization
The purpose should be specific enough to serve as a yardstick for judging the success of the message
Do not start writing until you have planned what you want to say
Organize according to how you expect the reader to react

8. Strategies for Planning Content
Brainstorming
Writing down ideas, facts, possible leads, and anything else you think might evaluate your output until you run out of ideas
Mind mapping
A process that avoids the step-by-step limitations of lists. Instead, you the purpose of your message in the middle of a page and circle it.

9. Using a Mind Map to Plan Content
Details
Details
Possible Points
Possible Points
Details
Program
Details
Possible Points
Competitors
Details
Details

10. Organizing Your Message
Frequent-Stay Program Message Outline
Introduction: Purpose, main points, and preview
Why should we create a frequent-stay program?
Reward guests for loyalty
Stay competitive
Increase profits
How should we develop the program?
Survey guests by location
Project all costs
Overhead
Awards
Research and development
Start-up
Study competitors’ programs
Hilton
Holiday Inn
Best Western
Hyatt (to be continued)

11. Direct and Indirect Introductory Paragraphs
Direct Approach
Indirect Approach
Main Purpose
The purpose of this memo is to recommend implementing a frequent-stay plan for a 12-month test period.
Main points
Implementing a similar program will keep us competitive
Preview of topics to be covered
Why we should develop the program, how we can implement the program for our guests.
Purpose of Statement
A recent Wall Street Journal article discusses four small hotels that have started frequent-stay plans.
My research shows that 77% of our competitors have a frequent-stay program.
I will describe frequent-stay plans and then analyze the costs and benefits.
Main point
After reviewing this information, I hope you will consider piloting a frequent stay program.

12. Typical causes of writer’s block
Perfectionism:
Believing that the draft must be perfect the first time
Procrastination: Putting off what we dislike
Impatience:
Getting bored with the naturally slow pace of the writing process.

13. 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

14. 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 s short and skimmable
Use appropriate tone
Provide context
Follow company standards for the closing and signature line

15. Sample

16. Writing Memos
Definition: A memos are written messages to people within an organization.
Memos are reserved for more formal messages that are longer than one page and are attached to short s.
However, today has replaced almost all memos.

17. Writing Letters
Definition: Letters are written to people outside your organization and are reserved for formal communication.
Use block or modified block format
Use formal salutation for example : Dear Mr. Patel
Print your letter on company stationery with a company’s logo.
Use a more formal approach, with longer paragraphs for examples (3 – 7 sentences) and few bulleted points.
Use a professional closing, such as “Sincerely” or “Regards” and the leave a few lines to sign your name above your full typed name – followed by your title.

18. Three Steps to Revising
Content
Style
Correctness
Ensure that all needed information is included.
Is the content appropriate for the purpose identified?
Will the purpose of the message be clear?
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.

19. Proofreading Content Errors Typographical Errors Formatting Errors
1. Read through your message quickly and check whether any material has been omitted unintentionally.
2. Check to be sure that your message makes sense.
Typographical Errors
Look for hard to spot errors such as:
1. Misused words
2. Repeated or omitted words
3. Proper names and numbers
4. Titles and headings
Formatting Errors
1. Visually inspect the message for appropriate format. 2. Ensure all the parts are included in correct positions 3. Check whether the message look attractive on the page or online.

20. Catch More Errors Use a ruler to guide and slow down your eyes
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