1. The Three Step Writing Process

2. The Three-Step Writing Process
Planning
Writing
Completing
Analyze
Investigate
Adapt
Organize
Compose
Revise
Produce
Proof-read

3. Analyzing Your Purpose
Define your Purpose:
General Purpose. (to inform, to persuade, to collaborate)
Specific Purpose.
Sense Check:
Is your purpose realistic?
Is this the right time?
Is the right person delivering your message?
Is your purpose acceptable to your organization?

4. Analyzing Your Audience
Identify the primary audience.
Determine audience size.
Determine audience composition.
Judge your audience’s level of understanding.
Estimate your audience’s probable reaction.

5. Investigating Necessary Information
Collect Information Informally:
Considering others’ viewpoints.
Browsing through company files.
Chatting with supervisors or colleagues.
Asking your audience for input.
Provide All Required Information:
Accurate.
Ethical.
Necessary.

6. Adapting Your Message to Serve Your Audience and Purpose
Select Appropriate Channel and Medium.
Oral Media.
Written Media.
Letters and Memos.
Reports and Proposals.
Electronic Forms.
Voice Mail.
Teleconferencing.
Fax. .
Websites.

7. Establish a Good Relationship with Your Audience
Use the “You” Attitude.
Emphasize the Positive.
Establish Your Credibility.
Be Polite.
Use Bias-Free Language.
Gender bias.
Racial bias.
Age bias.
Disability bias.
Project the Company’s Image.

8. Use short, familiar words.
DON’T
In effect, it was hypothesized that certain physical data categories including housing types and densities, land use characteristics, and ecological location constitute a scaleable content area. This could be called a continuum of residential desirability. Likewise, it was hypothesized that several social data categories, describing the same census tracts and referring generally to to the social stratification system of the city, would also be scaleable. This scale could be called a continuum of socioeconomic status. Thirdly, it was hypothesized that there would be a high positive correlation between the scale types on each continuum.

9. Use short, familiar words.DO
One can tell from an aerial photograph where rich and poor people live. The rich live in big houses set far apart. The poor live in small houses set close together.

10. Prefer the short, familiar word to the long, unfamiliar word.
Long, Unfamiliar Words
Short, Familiar Words
Abbreviate
Accomplish
Approximately
Ascertain
Commence
Considerable
Determine
Detrimental
Shorten Do
About
Find out
Begin
Much
Decide
Harmful

11. Use Technical Language with Caution
Use Technical Language with Caution. Social Security’s technical language found to be misunderstood by outsiders:
Technical Language
Improved Version
Has sufficient quarters of coverage to acquire an insured status.
Survivors’ benefits
Covered employment
Deceased wage earner
To file a claim
Aged workers
Has worked long enough (under Social Security) to become insured.
Family insurance payments
A job covered by Social Security
Worker who has died
To apply for insurance payments
Workers past 65

12. Prefer the concrete to the abstract.
We have found that this technique is successful.
Your department may hire some new employees.
We will ship your order soon.
Each of the branch managers will receive a substantial pay raise.
This procedure requires a constant low temperature.
Our research shows that 87 percent of those using this technique are successful.
Your department may hire three new stock clerks.
We will ship the Moss No. 41 desk sets you ordered October 12 by Arrow Freight on October 15.
Each of the branch managers will received a 15 percent pay raise.
This process requires a constant temperature of 10 degrees centigrade.

13. Prefer the active to the passive.
It is believed that the bill was padded.
Your report was read by the president.
The profit and loss statement is prepared by the treasurer each month.
It is suggested that you clean the element in warm, soapy water.
It is desired that every effort be made to have this matter brought to the attention of the manager.
I believe they padded the bill.
The president read your report.
The treasurer prepares the profit and loss statement each month. We suggest that you clean the element in warm, soapy water.
Mr. Wong wants you to bring this matter to the attention of the manager.

14. Prefer strong verbs to verbs camouflaged as nouns.
Camouflaged Verb
Strong Verb
. . . make a classification . . .
. . . make a computation . . .
. . . conduct an exploration . . .
. . . provide information . . .
. . . engage in negotiation . . .
. . . make an observation . . .
. . . provide representation . . .
. . . classify . . .
. . . compute . . .
. . . explore . . .
. . . inform . . .
. . . negotiate . . .
. . . observe . . .
. . . represent . . .

15. Prefer strong verbs to verbs camouflaged as nouns.
Camouflaged Verb
Strong Verb
Cancellation of the order was made on the 12th.
Elimination of the deficit was brought about by the change.
The management of this office is conducted by Ms. Brown.
Distribution of the special equipment was accomplished by the safety officer.
We canceled the order on the 12th. The change eliminated the deficit.
Ms. Brown manages this office.
The safety officer distributed the special equipment.

16. Choose the precise word.
The committee (comprises) (constitutes) representatives from all four sales districts.
This building site cost a large (sum) (amount) of money.
She was (notorious) (noted) for her concern for the poor.
We found no evidence that would (cause) (enable) us to support him.
The management of this store is independent (of) (from) the main office.

17. Choose the precise word.
She (claimed) (maintained) (said) that she was ill.
He is angry (about) (with) the loss.
I will try (to) (and) correct the error.
I differ (with) (from) you on this conclusion.
If he is late, I will not wait (for) (on) him longer than ten minutes.
She has an interest (in) (for) technical writing.

18. Suggestions for Nondiscriminatory Writing
Avoid sexist pronouns by
rewording to eliminate the offending word,
making the reference plural, and
substituting a neutral expression (he or she, he/she, s/he, you, one, person).

19. Reword to eliminate the offending word.
Sexist
Nonsexist
We will reimburse any employee who paid his travel expenses.
If a customer pays promptly, he is placed on our preferred list.
A physician should treat his patients with respect.
We will reimburse any employee for travel expenses paid.
A customer who pays promptly is placed on our preferred list.
A physician should treat patients with respect.

20. Make the reference plural.
Sexist
Nonsexist
If a customer pays promptly, he is placed on our preferred list.
When an unauthorized employee enters the security area, he is subject to dismissal.
A supervisor is not responsible for such losses if he is not negligent.
When a customer needs service, it is her right to ask for it.
If customers pay promptly, they are placed on our preferred list.
When unauthorized employees enter the security area, they are subject to dismissal.
Supervisors are not responsible for such losses if they are not negligent.
When customers need service, they have the right to ask for it.

21. Substitute a neutral expression.
Sexist
Nonsexist
If a customer pays promptly, he is placed on our preferred list.
When an unauthorized employee enters the security area, he is subject to dismissal.
A supervisor is not responsible for such losses if he is not negligent.
When a customer needs service, it is her right to ask for it.
If a customer pays promptly, he or she is placed on our preferred list.
When an unauthorized employee enters the security area, he/she is subject to dismissal.
A supervisor is not responsible for such losses if s/he is not negligent.
When service is needed, one has the right to ask for it.

22. Avoid words with a masculine origin.
Sexist
Nonsexist
man-made
manpower
congressman
businessman
mailman
policeman
fireman
cameraman
waiter/waitress
manufactured, of human origin
personnel, workers
representative, member of Congress
business executive, businessperson
letter carrier, mail carrier
police officer
fire fighter
camera operator
server

23. Avoid words that lower one’s status.
Instead of
Use
my girl
lady doctor
authoress
actress
poetess
sculptress
male nurse
male secretary
my secretary
doctor
author
actor
poet
sculptor
nurse
secretary

24. Generally avoid words that stereotype by
Race
a hard-working African-American
an honest Sicilian
Age
golden ager
youngster
Disability
deaf and dumb
crippled
Sexual Orientation
homosexual
gay

25. The Three-Step Writing Process
Planning
Writing
Completing
Analyze
Investigate
Adapt
Organize
Compose
Revise
Produce
Proof-read

26. Importance of Organization
Good organization helps your audience understand your message.
Good organization helps your audience accept your message.
Good organization saves your audience time.

27. Common Organization Problems
Taking too long to get to the point.
Including irrelevant material.
Getting ideas mixed up.
Leaving out necessary information.

28. Achieving Good Organization
Define the Main Idea.
Limit the Scope.
Group Your Points.
Select a Direct / Indirect Approach.

29. Define the Main Idea Topic: The broad subject of your message.
Makes a statement about your topic.
What you want your audience to think or do.
Why they should do so.

30. General Purpose
Specific Purpose
Topic
Main Idea
To inform
Teach customer service reps how to file insurance claims
Insurance Claims
Proper filing by reps saves the company time and money.
To persuade
Get top managers to approve funding on R&D.
Funding for R&D
Competitors spend more than we do on R&D.

31. Limit the Scope Gear your main idea to the length of the message.
Deal with three or four major points (maximum five), regardless of message length.

32. Group Your Points Construct an Outline. Start with the Main Idea.
State the Major Points.
Illustrate with Evidence.
MAIN IDEA
MAJOR POINT
EVIDENCE
EVIDENCE

33. Choose between Direct and Indirect Approaches
Direct Approach (deductive).
Main idea comes first, followed by evidence.
Indirect Approach (inductive).
Evidence comes first, the main idea comes later.

34. Choose between Direct and Indirect Approaches
Audience Reaction.
Positive.
Neutral.
Negative.
Message Length.
Short (Memos and Letters).
Long (Reports, Proposals and Letters).
Message Type.
Routine, Good-News and Goodwill Messages.
Bad-News Messages.
Persuasive Messages.

35. Composing Your Message
Composing your first draft.
Decide what to say and in what order.
Improve on your outline.
Pay attention to your style and tone.
Select words that match your style and tone.
Create effective sentences.
Develop coherent, easy to understand paragraphs.
Take ideas from other business journals, magazines, etc.
Practice.

36. Control Your Style and Tone
Use a Conversational Tone.
Avoid obsolete and pompous language.
Avoid intimacy (Just between you and me…).
Avoid humor.
Avoid preaching and bragging.
Use plain English.

37. Obsolete
Up to Date
In due course
Today, tomorrow ( or a specific time)
We wish to inform you
(just say it)
Attached herein, please find
Attached is
We are in receipt of
We have received

38. Select the Best Words Use Words that Communicate. Choose Strong Words.
Choose Familiar Words.
Avoid clichés.
Use jargon carefully.

39. Weak Phrases
Strong Terms
Wealthy businessperson
Tycoon
Business prosperity
Boom
Hard Times
Slump
Avoid Clichés
Use Plain Language
Cost an arm and a leg
Expensive
Fall through the cracks
Be overlooked
Call the shots
Be in charge

40. Compose Elegant Email Messages
Make your subject line informative.
Personalize your message.
Make your easy to follow.

41. Completing Business Messages

42. The Three-Step Writing Process
Planning
Writing
Completing
Analyze
Investigate
Adapt
Organize
Compose
Revise
Produce
Proof-read

43. Revising Your Message Evaluate Your Content and Organization.
Review Your Style and Readability.
Give Others Specific, Constructive Criticism.

44. Review Your Style and Readability
Conciseness.
Delete unnecessary words and phrases.
Shorten long words and phrases.
Eliminate redundancies.

45. Unacceptable
Acceptable
In the near future
Soon
In the event that If
In view of the fact that
Because
During the preceding year, the company accelerated productive operations.
Last year, the company sped up operations.
Absolutely complete
Complete
Basic fundamentals
Fundamentals
Repeat again
Repeat
Return back
Return
Surrounded on all sides
Surrounded
Collect together
Collect
Future plans
Plans

46. Producing Your Message

47. Proofreading Your Message