Business writing is purposeful, persuasive, economical and reader oriented.Purposeful: you will be writing to solve problems and convey information. You will have a definite purpose to fulfill in each message.Persuasive: you want your audience to believe and accept your message.Economical: you will try to present ideas clearly but concisely. Length is not rewarded.Reader oriented: you will concentrate on looking at a problem from the reader’s perspective instead of seeing it for your own.Remember business writers seek to express rather than impress.
Steps in the writing process may be rearranged, shortened, or repeated.When writing in teams:Remember, team-written documents are necessary for big projects that have short deadlines and that require the efforts of many people.Team-written documents and presentations produce better products.Teams generally work closely in Phase 1, work separately in Phase 2, and synthesize their drafts in Phase 3.
The third phase of the writing process is the most time consuming phase of the 3x3 writing process because it involves revising and proofreading your message. Revising means improving the content and sentence structure of your message. Proofreading involves correcting its grammar, spelling, punctuation, format, and mechanics. During phase 3, you will revise the message for clarity, conciseness, tone, and readability; proofread for correct spelling, grammar, punctuation, and format; and evaluate the message to see if accomplishes your goal.
Examples of using the writing process for a simple note to a formal report.
Identify the purposeWhy am I writing this message?What do I hope to achieve? Selecting the best channelHow important is the message?How much feedback is required?How fast is feedback needed?Is a permanent record necessary?How much can be spent?How formal is the message?
Formal Research Methods Informal Research Methods Collecting Information & Generating Ideas
Clarity Tone Conciseness Vigor & Directness ReadabilityWord and content meaningGrammar and mechanicsformattingHow successful will the message be?Does it say what you want it to?Will it achieve its purpose?How will you know whether it succeeds?
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BUSINESS WRITINGCenter for Professional Communication
Business Writing Is… It conveys information Purposeful and solves problems. Its goal is to make the Persuasive audience accept the message. Economical It is concise and doesn’t waste the reader’s time. Reader-oriented It focuses on the receiver, not the sender.
3-x-3 Writing Process Prewritin Writing Revising g Analyze Research Edit Anticipate Organize Proofread Adapt Compose Evaluate The writing process is recursive.
Scheduling the Writing Process Prewritin Writing Revising g about about about 25 percent 25 percent 45 percent of time of time for revising, 5 percent for proofing Don’t mar your effort by skimping on revising!
Do All Writers Follow the SameSteps? Writers have different composition styles. The order of writing steps may vary. The process is recursive, not linear. Collaboration and working with a computer affect the writing process.
Do Short Messages Require aWriting Process? The steps may be condensed or performed rapidly, but good writers consider them all.
Writing With Teams: Phase 1 Phase 1: Prewriting Team members work closely to determinePrewriting purpose, audience, content, org anization Analyze Anticipate Adapt
Adapting to Task and Audience: Spotlight audience benefits. The warranty starts working for you immediately. Cultivate the “you” view. You will receive your order. Your account is now open.
Developing Reader Benefits and“You” View Sender-Focused Receiver-Focused We are requiring all staffers Please complete these to complete these forms in forms so that you will be compliance with company eligible for health and policy. dental benefits. Because we need more This two-for-one sale space for our new makes it possible for you to inventory, we are staging a buy a year’s supply of two-for-one sale. paper but pay only for six months’ worth.
Writing With Teams: Phase 2 Phase 2: Writing Team members work separately. Writing Research Organize Compose
Writing With Teams: Phase 3 Phase 3: Revising Team members work together to synthesize, but one person may Revising do final proofreading. Edit Proofread Evaluate
Writing Task:Reasons Why High School StudentsChoose OU Step 1: Prewriting Step 2: Writing Step 3: Revising Analyze Research Edit Anticipate Organize Proofread Adapt Compose Evaluate• What is the purpose • Conduct informal Focus on: of the writing? research 1. Word and content• Who is the • Create an outline meaning Audience? • Write – two 2. Grammar and• What expectations are paragraphs for a mechanics there for the writing? newsletter 3. Formatting You decide! After Interview Edit, Evaluate Collect Info/Data Write