2. 1-1 Business Writing for the FIA Workplace - Class One/Two Review -

3. 1-2 4-2 Business Writing Is... u Purposeful. It solves problems and conveys information. u Economical. It is concise. u Reader-oriented. It focuses on the receiver, not the sender.

4. 1-3 Three Main Functions of Business Communication u To inform u To persuade u To promote goodwill

5. 1-4 4-5 Purposeful, Positive, Reader Directed u Spotlight receiver benefits (with direct deposit, you’ll get paid more quickly and more easily). u Cultivate the "you" view (you will receive your pay in your bank account). u Express thoughts positively (you will be happy with the new system, not you won't be sorry that we switched).

6. 1-5 4-6 The “You” View u Sender-focused “In compliance with our new policy, we are requiring all HRA employees to submit personal banking information.” u Receiver-focused “Please submit your banking information by June 11 th to ensure your pay will be safely deposited into your bank account.”

7. 1-6 Exercise: The “You” View and Positive Communication

8. 1-7 4-3 The Writing Process u Phase 1: Prewriting Defining primary purpose, analyzing audience, adapting message to audience, achieving primary purpose u Phase 2: Writing Organizing information, choosing writing plan, composing u Phase 3: Revising Review draft, remember purpose, revise, revise, revise

9. 1-8 Prewriting: Define Your Purpose u To inform? u To persuade? u To promote goodwill? ________________________________ u What do you want your reader to do? u What action should your communication produce?

10. 1-9 What Response Do You Anticipate? u Will your readers be neutral, positive, indifferent?

11. 1-10 5-8 Audience Response Determines Pattern of Organization If mildly interested If pleasedIf neutral DIRECT PATTERN Good News or Main Idea

12. 1-11 Audience Response Determines Pattern of Organization If displeased or disappointed If unwilling or uninterested If hostile INDIRECT PATTERN Bad News or Main Idea

13. 1-12 Characteristics of Successful Memos and E-Mail Messages u Single topic u Conversational tone u Conciseness u Graphic highlighting (bullets/numbers) of key information

14. 1-13 Handout: Direct Approach and Memo Writing Plan

15. 1-14 Organization of Memos u Subject line u Opening u Body u Closing

16. 1-15 Subject Line u Summarize the main idea. u Subject: Direct Deposit Program u Subject: Electronic Deposit u Subject: Direct Deposit Replaces Paycheck

17. 1-16 Subject Line: Explains Main Idea What is your primary purpose: what do you want from your reader? _______________________________ u Your banking information needed for new, easy-to-use direct deposit payroll system.

18. 1-17 Opening Start directly; restate and amplify the main idea. u Indirect (ineffective) opening: I am writing this to let you know that in order to cut costs, HRA will no longer be issuing pay checks. Our studies show that this new system will be much better and more cost effective. u All employees will no longer receive a paycheck. u The entire FIA staff is now required to sign up for electronic deposit of paychecks into their banks accounts.

19. 1-18 Opening States Main Idea: Main Idea is Your Primary Purpose What do you want from your reader? _______________________________ u Give the payroll department a void check to ensure you benefit from the new, safe, convenient, hassle-free payroll system.

20. 1-19 Body u Explains and discusses the topic. u Provides reader benefits. u Overcomes reader resistance. u Reinforces required action. u Uses graphic highlighting to emphasize important information.

21. 1-20 Body u Compliance with direct deposit is mandatory. We need staff members to provide the name of their bank, bank account number, and routing number to the Payroll department in order to enroll in this program as quickly as possible. Your compliance is appreciated.

22. 1-21 Body The direct deposit system automatically deposits your pay into your bank account. You will receive your payroll deduction information in the mail. There are many benefits with direct deposit: u No more standing in line to deposit your check u Access your pay early (12:00 midnight on payday) u No lost paychecks u Get access to your pay even when you are sick or on vacation

23. 1-22 Closing u Request action, including an end date. u Summarize the message, or u Provide a closing thought.

24. 1-23 Closing u If you have any questions, please don’t hesitate to ask. u Your compliance with this policy is most appreciated.

25. 1-24 Closing u So please, to enjoy the benefits of direct deposit paychecks, provide your supervisor with the necessary banking information by June 30th. u I appreciate that with your busy schedules this task may be an inconvenience, but I am confident you will soon reap the many rewards of the new payroll system. If you have any questions or concerns, please call Payroll at 212 222-2122.

26. 1-25 End