Rules to Good Business Writting


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Presentation provides rules and tips to improve business writting.

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Rules to Good Business Writting

  1. 1. Rules to Good Business Writing
  2. 2. <ul><li>Less is more. </li></ul><ul><li>What you say is </li></ul><ul><li>more important than </li></ul><ul><li>how much you say. </li></ul>Rule # 1
  3. 3. <ul><li>Declaration of Independence: </li></ul><ul><li>440 words </li></ul>
  4. 4. <ul><li>Total cereal: </li></ul><ul><li>1,268 words of </li></ul><ul><li>copy on the box </li></ul>
  5. 5. <ul><li>Further to the email conversation below we have </li></ul><ul><li>gone through the Ominuture site structure that </li></ul><ul><li>you sent through to identify the pages that we would </li></ul><ul><li>like to have re targeted. I have extracted from your </li></ul><ul><li>document the two pages which identified the pages </li></ul><ul><li>that we believe should be tagged and exported them </li></ul><ul><li>over to a fresh word document, please see attached. </li></ul>Original Version Revised Version Attached find a revised document identifying the pages we believe should be tagged following a review of the Omniture site structure.
  6. 6. <ul><li>Uncover insight and thoughts. </li></ul><ul><li>Facts are interesting but insight is persuasive. </li></ul>Rule # 2
  7. 7. Original Version 86 words, 4 statements Revised Version 36 words, 2 statements
  8. 8. <ul><li>Adopt an active tone of voice. </li></ul><ul><li>The message should be </li></ul><ul><li>listened to by everyone </li></ul><ul><li>(passive voice) </li></ul><ul><li>Everyone should listen </li></ul><ul><li>to the message (active </li></ul><ul><li>voice) </li></ul>Rule # 3
  9. 9. <ul><li>The active voice in business writing </li></ul><ul><li>allows your communication to be: </li></ul><ul><ul><li>Concise </li></ul></ul><ul><ul><li>Dynamic </li></ul></ul><ul><ul><li>Personal </li></ul></ul><ul><ul><li>Direct, even forceful </li></ul></ul>
  10. 10. <ul><li>Passive voice (indirect) </li></ul><ul><li>The entrance exam was failed by over one-third of applicants to the school </li></ul><ul><li>The brakes where slammed on by her as the car sped down </li></ul><ul><li>The bicycle has been damaged </li></ul><ul><li>Active voice (direct) </li></ul><ul><ul><li>Over one-third of the applicants to the school failed the entrance exam </li></ul></ul><ul><ul><li>She slammed on the brakes as the car sped downhill </li></ul></ul><ul><ul><li>I have damaged your bicycle </li></ul></ul>
  11. 11. <ul><li>Some “proven performers” have proven us </li></ul><ul><li>otherwise, causing us to find new sites, </li></ul><ul><li>placements and targeting tactics. Moving </li></ul><ul><li>forward we recognize we should be more </li></ul><ul><li>conservative with our projections for these </li></ul><ul><li>sites. </li></ul>Original Version Passive tone of voice Revised Version Active tone of voice <ul><li>We will adopt more conservative projections </li></ul><ul><li>for new and proven performing sites. </li></ul>
  12. 12. <ul><li>I have included on this email a presentation that we </li></ul><ul><li>prepared for Doreen regarding Boomerang. </li></ul>Original Version Passive tone of voice Revised Version Active tone of voice <ul><li>Attached a presentation on Boomerang we </li></ul><ul><li>prepared for Doreen. </li></ul>
  13. 13. <ul><li>Visualise ideas. </li></ul><ul><li>Visualize your ideas first. Then write them. It will save you from writing as you speak. </li></ul>Rule # 4
  14. 15. <ul><li>Adapt to the delivery format. </li></ul><ul><li>Your writing should adapt to the format of delivery: email, presentation, document </li></ul>Rule # 5
  15. 16. Original Version (Avis presentation) Not suitable for presentation. Suitable for documentation. Revised Version Suitable for presentation.
  16. 17. <ul><li>Tips on Rule # 5 </li></ul><ul><li>In P owerpoint the slides are not the presentation. Slides shouldn’t say everything you will. </li></ul><ul><li>Highlight key words and phrases in blue – the brain likes colour! </li></ul><ul><li>The 6 x 10 rule for presentations </li></ul><ul><ul><li>No more than six lines per slide </li></ul></ul><ul><ul><li>No more than ten words per line </li></ul></ul><ul><li>Include an executive summary for lengthy documents </li></ul>
  17. 18. Checklist <ul><li>Write a one line reminder </li></ul><ul><ul><li>Before you begin writing summarize your document with a short headline e.g. Five Rules for Business Writing </li></ul></ul><ul><li>Think of the readers questions </li></ul><ul><ul><li>Give the who, what, when, where, and why </li></ul></ul><ul><li>Adopt a plain writing style </li></ul><ul><ul><li>Seek to persuade and inform, do not write as you speak </li></ul></ul><ul><li>Keep it short </li></ul><ul><ul><li>Less is more </li></ul></ul>
  18. 19. Checklist <ul><li>Give the reader a map </li></ul><ul><ul><li>Summarize and highlight major points – use bullet points and lists </li></ul></ul><ul><li>Stress benefits not features </li></ul><ul><ul><li>Your writing should be persuasive </li></ul></ul><ul><ul><li>Perfume industry. Perfumeries do not sell stuff that makes you smell nice (the feature). They sell romance (the benefit). </li></ul></ul>
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