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Center for Professional Communication
Business Writing Center for Professional Communication
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Business Writing Is… Purposeful Persuasive Economical Reader-oriented
It conveys information and solves problems. Purposeful Its goal is to make the audience accept the message. Persuasive Economical It is concise and doesn’t waste the reader’s time. Business writing is purposeful, persuasive, economical and reader oriented. Purposeful: you will be writing to solve problems and convey information. You will have a definite purpose to fulfill in each message. Persuasive: you want your audience to believe and accept your message. Economical: you will try to present ideas clearly but concisely. Length is not rewarded. Reader oriented: you will concentrate on looking at a problem from the reader’s perspective instead of seeing it for your own. Remember business writers seek to express rather than impress. Reader-oriented It focuses on the receiver, not the sender.
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The writing process is recursive.
3-x-3 Writing Process 2 3 1 Prewriting Writing Revising Analyze Anticipate Adapt Research Organize Compose Edit Proofread Evaluate Steps in the writing process may be rearranged, shortened, or repeated. When writing in teams: Remember, team-written documents are necessary for big projects that have short deadlines and that require the efforts of many people. Team-written documents and presentations produce better products. Teams generally work closely in Phase 1, work separately in Phase 2, and synthesize their drafts in Phase 3. The writing process is recursive.
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Scheduling the Writing Process
2 3 1 Prewriting Writing Revising about 25 percent of time about 25 percent of time about 45 percent for revising, 5 percent for proofing The third phase of the writing process is the most time consuming phase of the 3x3 writing process because it involves revising and proofreading your message. Revising means improving the content and sentence structure of your message. Proofreading involves correcting its grammar, spelling, punctuation, format, and mechanics. During phase 3, you will revise the message for clarity, conciseness, tone, and readability; proofread for correct spelling, grammar, punctuation, and format; and evaluate the message to see if accomplishes your goal. Don’t mar your effort by skimping on revising!
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Do All Writers Follow the Same Steps?
Writers have different composition styles. The order of writing steps may vary. The process is recursive, not linear. Collaboration and working with a computer affect the writing process.
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Do Short Messages Require a Writing Process?
The steps may be condensed or performed rapidly, but good writers consider them all. Examples of using the writing process for a simple note to a formal report.
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Writing With Teams: Phase 1
Phase 1: Prewriting Team members work closely to determine purpose, audience, content, organization 1 Prewriting Analyze Anticipate Adapt Identify the purpose Why am I writing this message? What do I hope to achieve? Selecting the best channel How important is the message? How much feedback is required? How fast is feedback needed? Is a permanent record necessary? How much can be spent? How formal is the message?
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Adapting to Task and Audience:
Spotlight audience benefits. 1 The warranty starts working for you immediately. 2 Cultivate the “you” view. Emphasize benefits to the audience Focus on the needs of your audience and demonstrate empathy Focus on the receiver Emphasize second-person pronouns (you, your). Instead of „we need you to work on Saturday,“ write: „by working on Saturday during the open house, you may surpass your sales goals for the quarter.“ Avoid overusing you or your message may appear to place blame and cause ill will You will receive your order. Your account is now open. 8
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Developing Reader Benefits and “You” View
Sender-Focused Receiver-Focused We are requiring all staffers to complete these forms in compliance with company policy. Please complete these forms so that you will be eligible for health and dental benefits. Because we need more space for our new inventory, we are staging a two-for-one sale. This two-for-one sale makes it possible for you to buy a year’s supply of paper but pay only for six months’ worth.
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Writing With Teams: Phase 2
Phase 2: Writing Team members work separately. 2 Writing Research Organize Compose Formal Research Methods Informal Research Methods Collecting Information & Generating Ideas
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Organizing Data: Alphanumeric Outline
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Writing With Teams: Phase 3
Phase 3: Revising Team members work together to synthesize, but one person may do final proofreading. Revising Edit Proofread Evaluate Clarity Tone Conciseness Vigor & Directness Readability Word and content meaning Grammar and mechanics formatting How successful will the message be? Does it say what you want it to? Will it achieve its purpose? How will you know whether it succeeds?
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Writing Task: Reasons Why High School Students Choose OU
Step 1: Prewriting Analyze Anticipate Adapt Step 2: Writing Research Organize Compose Step 3: Revising Edit Proofread Evaluate What is the purpose of the writing? Who is the Audience? What expectations are there for the writing? Conduct informal research Create an outline Write – two paragraphs for a newsletter Focus on: Word and content meaning Grammar and mechanics Formatting You decide! After Interview Collect Info/Data Write Edit, Evaluate
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