1. Copyright  2003 McGraw-Hill Australia Pty Ltd PPT t/a Communication for Business by Access Series Slides prepared by TAFE NSW—Access Division 8–1 This is the prescribed textbook for your course. Available NOW at your campus bookstore!

2. Copyright  2003 McGraw-Hill Australia Pty Ltd PPT t/a Communication for Business by Access Series Slides prepared by TAFE NSW—Access Division 8–2 Part D: Writing for Business  Chapter 8 Principles of Effective Writing  Chapter 9 Writing Business Documents  Chapter 10 Writing Reports  Chapter 11 Communicating with Graphics

3. Copyright  2003 McGraw-Hill Australia Pty Ltd PPT t/a Communication for Business by Access Series Slides prepared by TAFE NSW—Access Division 8–3 Principles of Effective Writing  Topics Discussed:Chapter 8 Writing in five stages Thinking and planning Thinking about the reader/s Capturing ideas Organising the shape and structure Editing, revising and proofreading Using plain English Choosing an effective layout Using inclusive language

4. Copyright  2003 McGraw-Hill Australia Pty Ltd PPT t/a Communication for Business by Access Series Slides prepared by TAFE NSW—Access Division 8–4 Types of written communication  Letters  Memos  Minutes of meetings  Reports (e.g. project management)  Feasibility studies  Emails  Web-based documents  Instructions  Questionnaires/ surveys  Promotional material  Employment contracts  Other documents

5. Copyright  2003 McGraw-Hill Australia Pty Ltd PPT t/a Communication for Business by Access Series Slides prepared by TAFE NSW—Access Division 8–5 Writing in five stages STAGE ONE: Thinking and Planning STAGE TWO: Thinking about the reader STAGE THREE: Capturing ideas STAGE FOUR: Organising the shape and structure STAGE FIVE: Editing, revising and proofreading

6. Copyright  2003 McGraw-Hill Australia Pty Ltd PPT t/a Communication for Business by Access Series Slides prepared by TAFE NSW—Access Division 8–6 Stage 1: Thinking/planning  The situation (context)  Your readers  Your purpose  The topic and issues  What you really want to tell your reader/s

7. Copyright  2003 McGraw-Hill Australia Pty Ltd PPT t/a Communication for Business by Access Series Slides prepared by TAFE NSW—Access Division 8–7 Stage 2: The reader/s  The person/group to whom you are writing  What they know about the topic/issue  How much they understand  Any opinions  Who else may read the document

8. Copyright  2003 McGraw-Hill Australia Pty Ltd PPT t/a Communication for Business by Access Series Slides prepared by TAFE NSW—Access Division 8–8 Stage 3: Capturing ideas  Start by writing down all thoughts as they come to you  Leave specific details until later  Use diagrams, shapes, symbols etc.  Share your draft with a friend, colleague or supervisor  Make alterations and corrections

9. Copyright  2003 McGraw-Hill Australia Pty Ltd PPT t/a Communication for Business by Access Series Slides prepared by TAFE NSW—Access Division 8–9 Stage 4: Shape and structure  Decide on the format  Organise sentences and paragraphs  Find the ‘right’ tone Remember:  Keep similar topics together  Keep different topics apart

10. Copyright  2003 McGraw-Hill Australia Pty Ltd PPT t/a Communication for Business by Access Series Slides prepared by TAFE NSW—Access Division 8–10 Stage 5: Editing, revising, proofreading  Experiment—you can always go back to an older draft  Be self-critical  Let others read your draft and welcome their reactions  Work with one aspect in mind at a time

11. Copyright  2003 McGraw-Hill Australia Pty Ltd PPT t/a Communication for Business by Access Series Slides prepared by TAFE NSW—Access Division 8–11 RIPPA formula RIPPA R Establish the RELATIONSHIP I Give the reader INFORMATION P Persuade POINT BY POINT P Strengthen the argument with a PICTURE A Close by asking for ACTION

12. Copyright  2003 McGraw-Hill Australia Pty Ltd PPT t/a Communication for Business by Access Series Slides prepared by TAFE NSW—Access Division 8–12 Using plain English  Have a clear purpose  Use language appropriate for the reader  Write clearly  Explain technical terms and acronyms  Use short sentences where possible  Use active voice  Choose a layout and format to improve the readability of the document

13. Copyright  2003 McGraw-Hill Australia Pty Ltd PPT t/a Communication for Business by Access Series Slides prepared by TAFE NSW—Access Division 8–13 Inclusive language  Use a plural form rather than ‘he’ or ‘she’  Use an alternative word that does not contain ‘man’ at the end i.e. the ‘person’ alternative, as in ‘spokesperson’  Avoid terms that stereotype a group  Avoid terms that are racist, sexist or give an impression of being helpless

14. Copyright  2003 McGraw-Hill Australia Pty Ltd PPT t/a Communication for Business by Access Series Slides prepared by TAFE NSW—Access Division 8–14 Effective layout  Give your pages ‘eye appeal’  Use business format  Use appropriate graphics  Organise information