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Lecture 5: Writing Page
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Office Hours Room 213 Thursday Evening 7-9 PM
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Normal Writing Take your time Organize your thoughts Write and rewrite
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Business writing is not like normal writing
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Business Writing Work under huge time pressures
Must write quickly and under pressure
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Business Writing Deadlines to meet Clients to please
Meetings to schedule
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Business Writing We must learn how to increase efficiency
Objective: WRITE FASTER!
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Business Writing Before we write, we must make some decisions:
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Business Writing Set Communication Strategy
Decide whether to write or not Split writing into stages
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Business Writing Set Communication Strategy
Decide whether to write or not Split writing into stages
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Communication Strategy
Set your objectives: General Action Communication
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Communication Strategy
What do I want? How will my writing help me get this? After reading, what will my audience do?
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Communication Strategy
Choose your style Tell? Sell? Consult? Join? This will keep you organized
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Communication Strategy
Know your Audience. This will help to structure your writing.
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Communication Strategy
Choose your channel. Which is the most appropriate?
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Communication Strategy
Choose your channel. For quick response, use . For large decisions, a business report would be better
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Communication Strategy
Review lecture 4 and Chapter II for more on Communication Strategies
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Communication Strategy
Review lecture 4 and Chapter II for more on Communication Strategies
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Business Writing Set Communication Strategy
Decide whether to write or not Split writing into stages
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“To write or not to write, that is the question”
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Do I write? Do you have an important reason to write?
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Do I write? Reasons: Someone has asked you to Way to stay organized
Good format for making mistakes
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Do I write? Is writing the best thing to do?
Maybe a meeting or a phone call would be better.
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Do I write? Do I want a permanent record?
Are my feelings real or temporary? Are you the right person to be writing?
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Do I write? Sometimes speaking is a better option...
Do you need more audience feedback? Do you need a quick response?
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I will write!
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Business Writing Set Communication Strategy
Decide whether to write or not Split writing into stages
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Stages It will be more efficient to split your writing into the five stages of the writing process.
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Stages Gathering Organizing Focusing Drafting Editing
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Stages We will look at each of the five stages more in depth
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Stages Gathering Organizing Focusing Drafting Editing
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Gathering This is the first step
There are different ways to go about it
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Gathering Option 1: Collect from outside sources
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Gathering Books Files Financial Statements Printouts Websites
Interview people Etc.
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Gathering Option 2: Be more intuitive. USE YOUR BRAIN!
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Gathering Option 2: Be more intuitive. USE YOUR BRAIN!
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Gathering Brainstorm: think very hard about your topic, alone or with others. Write it down! Free writing: make yourself write (even if it doesn’t make sense)
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Gathering Always keep notes and carry paper and a pen.
You never know when you might get an idea you need to write down.
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Stages Gathering Organizing Focusing Drafting Editing
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Organizing Once you have enough info, you must organize your thoughts.
Many different ways of doing this
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Organizing This should be a way for you to visualize your information.
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Organizing A traditional outline A mind map A pyramid shaped chart
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Organizing A traditional outline A mind map A pyramid shaped chart
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Outline Use different labels 1,2,3; a,b,c; i,ii,iii;
For items of different importance
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Outline 1. Section Title Main Point 1 Supporting point 1
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Organizing A traditional outline A mind map A pyramid shaped chart
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Mind Map Put the main point in the middle and supporting points around it
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Organizing A traditional outline A mind map A pyramid shaped chart
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Pyramid Chart Main ideas on top
Ideas get more specific as we work our way down
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Pyramid Chart In the book. Page 39
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Stages Gathering Organizing Focusing Drafting Editing
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Focusing Now that you have your ideas organized, decide what are the important parts of your message
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Focusing There are many techniques. Follow along on Page 40
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Focusing Skimming Teaching 2 minute Summary
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Focusing Imagine the reader “skimming”
Skimming = to read very fast, focusing on main points, not details
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Focusing Imagine the reader “skimming”
What do they need to know the most?
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Focusing Summarize your large number of ideas into a few sentences.
This helps separate main and minor ideas
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Focusing Teach your ideas
Think about how you would teach these ideas to someone who is not an expert
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Focusing Teach your ideas This makes you think about your audience.
It is most important that they understand!
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Focusing “2 minute summary” “Elevator Summary”
Imagine your boss wants you to tell him/her about your report in two minutes
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Focusing “2 minute summary” What would you say?
What would you talk about?
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Focusing Use one or many of these or other techniques
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Focusing Now you have an organized, focused list.
You may find now you have to go back and get more information
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Focusing This is fine! Go back and research and organize more if necessary.
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Writing Those first three steps: Gathering Organizing Focusing
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Writing Are considered “pre-writing” Things you need to do before writing
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Writing Pre Writing is just as important as writing! A good writer spends 50% of time prewriting. 50% of time writing.
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Writing Once we are done prewriting, we must go to the writing phase.
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Stages Gathering Organizing Focusing Drafting Editing
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Drafting The first stage of writing.
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Drafting Write in any order:
Don’t worry about writing Introduction – Main Body - Conclusion
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Drafting Write in whatever order is the easiest for you.
Many people say to write Introduction last.
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Drafting Avoid editing or correcting
Drafting should be creative, not technical. Leave editing for after draft is done
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Drafting Print! Print! Print! Print your draft and read it.
Better to have a hard copy than to stare at the computer all day!
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Drafting Take your time.
After you are done drafting, take a break, relax before editing.
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Drafting Take your time.
This will give you time to organize your thoughts.
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Drafting Take your time.
This will give you time to organize your thoughts.
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Stages Gathering Organizing Focusing Drafting Editing
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Editing Edit for content Read through your paper.
Make sure it says what you want it to.
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Editing We will discuss this next time.
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Editing Please Read Chapter III Pages 52-67
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