Ssw presents introduction to business writing skills module
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Ssw presents introduction to business writing skills module

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Introduction to Business Writing Skills- a survival tool kit for every working professional.

Introduction to Business Writing Skills- a survival tool kit for every working professional.

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  • 1. Introduction to Business Writing
  • 2. Lessons• Lesson 1: Overview• Lesson 2: What is good business writing?• Lesson 3: Who are our readers?• Lesson 4: Using structure effectively• Lesson 5: Grammar and style• Lesson 6: Using language effectively
  • 3. Lesson 1: Overview
  • 4. Module objectives• Meet the needs of different types of readers• Use structure and language effectively• Avoid unnecessary risk in writing• Adhere to corporate’s writing style
  • 5. Lesson 1 summary
  • 6. Questions?
  • 7. Lesson 2: What is good business writing?
  • 8. Lesson 2 objectives• Identify the differences between clear and unclear writing• Define the attributes of good business writing• Explain the importance of good business writing
  • 9. Activity 2.1: Which report on finding do you prefer?Objective: To explore what good business writing is by comparing differenttypes of writingTime: 15 minutesDirections: – Read both versions in PM 2.1, Activity 2.1: Which report on findings do you prefer? – Determine the version you prefer – Work with your team to determine why you prefer the version you selected and not the other – List your reasons for liking your preference and disliking the other version on flip chart paper – Present your reasons to the class
  • 10. Activity 2.2: Reviewing client feedbackObjective: To explore the impact of our writing on ourclientsTime: 5 minutesDirections: – Read PM 2.2, Activity 2.2: Reviewing client feedback — client feedback letter – Reflect on what our clients want and expect from us as writers
  • 11. Why clear writing is important• Our writing is one of our key activities and outputs• We are more productive if we write efficiently• When our writing focuses on our reader’s needs, we strengthen our brand and reputation• Clear writing reflects on you personally
  • 12. Lesson 2 summary
  • 13. Questions?
  • 14. Lesson 3: Who are our readers?
  • 15. Lesson 3 objectives• Identify the different types of readers• Describe the needs of different readers• Explain how to meet the needs of different readers
  • 16. Preparing to write
  • 17. Types of documents you might write• Reports for clients• Emails and letters – Internal – External• Internal status reports• Descriptions of process flows• Management letters• Analytics• Findings• Recommendations• Manuals
  • 18. Your role in writing these documents might include:• Requesting, gathering and organizing information• Preparing arguments• Drafting sections of reports• Summarizing information• Interpreting/making assumptions from data and writing some narrative about it• Formatting• Indexing• Cross-referencing• Proofreading
  • 19. Think before you write. Ask yourself:• Why am I writing?• Who is my reader?• What do I want my reader to know, feel and do?“Meaning is not contained in words. In writing, meaning is containedin the response our words generate from our readers, rather thanin the words themselves.” — Achieving potential through words:
  • 20. Our readers come first. Who are they? Strategist Manager “Doer”
  • 21. Activity 3.1: Writing for our readersObjective: To consider the different types of readers of our documents andtheir needsTime: 10 minutesDirections: – You have been assigned a type of reader – Think about the strategists/managers/”doers” in the organizations for which you work • What is on their minds? – Issues, challenges, etc. • What are they looking for in a report? • What parts of a report are they most likely to be interested in? • How can we meet their needs? – Summarize your thoughts on a flip chart
  • 22. Lesson 3 summary
  • 23. Questions?
  • 24. Lesson 4: Using structure effectively
  • 25. Lesson 4 objectives• Explain how effective writing helps strengthen your corporate’s brand and reputation• Identify the six elements of effective writing• Create a well-structured paragraph
  • 26. Writing to strengthen our brand
  • 27. The Achieving Potential principles• Engage proactively• Make the complex clear• Integrate diverse perspectives• Always ask “what is next?”
  • 28. Clear writing
  • 29. Six elements of clear writing ► Structure ► Content ► Language ► Presentation ► Navigation ► ProcessPurpose Elements Reader
  • 30. Structure is also important for clear writing► What is the purpose of structure? ► Provides a framework ► Gives form to thoughts ► Drives the narrative
  • 31. Activity 4.1: Structuring paragraphsObjective: To practice structuring paragraphsTime: 15 minutesDirections: – Work with your team to sort the sentences into two paragraphs – Put the sentences in the correct order – Then put the paragraphs in the correct order – Tape them to your flip chart
  • 32. Lesson 4 summary
  • 33. Questions?
  • 34. Lesson 5: Grammar and style
  • 35. Lesson 5 objectives• Identify some of the grammatical errors people frequently make and how to correct them• Correct text so it conforms to corporate global writing style• Edit writing so it avoids exposing your corporate to unnecessary risk
  • 36. Activity 5.1: Spot the deliberate mistakeObjective: To spot and correct common mistakes ingrammar and usageTime: 15 minutesDirections: – Refer to PM 5.1, Activity 5.1: Spot the deliberate mistake – Work through the items in the document, adding the correct answers over the items provided, as if editing the copy
  • 37. Corporate global writing style
  • 38. Corporate global writing style► Presents a consistent image globally► corporate style guidance: ► Achieving potential through words: corporate global writing and style guide ► A brief guide to writing for corporate
  • 39. Activity 5.2: Writing in corporate global styleObjective: To spot and correct text to meet corporate writing styleTime: 15 minutesDirections: – Refer to PM 5.3, Activity 5.2: Writing in corporate global style for detailed directions – Work through the items in the document, correcting the items, as if editing the copy – Refer to PM 5.2, A brief guide to writing for corporate for help – Be prepared to share the corporate writing style guideline you used to make the corrections
  • 40. Avoiding unnecessary risk in our writing
  • 41. Our words can expose corporate to unnecessary risk• Avoid language that may be difficult to prove in court• Ask yourself if you can offer substantive evidence of your claim• Do not over-promise or lead a client to expect a result that is greater than, or different from, what we expect to deliver• Avoid making promises — expressed or implied — of certain outcomes, results or value• Avoid implying corporate will either take responsibility for or implement suggested approaches, or make decisions that are the responsibility of client management
  • 42. Activity 5.3: Reducing unnecessary risk in our writingObjective: To practice using language in a way thatprotects corporateTime: 20 minutesDirections: – Work in pairs – Read through the statements in PM 5.5, Activity 5.3: Reducing unnecessary risk in our writing – Look for any statements that you think would expose corporate to unnecessary risk – Rewrite the statements to reduce the risk
  • 43. Lesson 5 summary
  • 44. Questions?
  • 45. Lesson 6: Using language effectively
  • 46. Lesson 6 objectives• Identify ways to use language clearly and effectively within the context of our work• Rewrite text so it is easier to read
  • 47. Writing in clear English
  • 48. The six rules of writing in clear English• Write your verbs in the active, not passive, form• Prefer verbs to nouns• Use “you” and “we”• Keep sentences short and simple in structure• Use everyday words• Remove redundant words
  • 49. Active or passive verbs?• What is the difference between a verb in the active voice and a verb in the passive voice? Active verbs are more direct, more emphatic and more concise than passive verbs. X won the The contract was contract. won by X. Active Passive
  • 50. The love of nouns in business EnglishPost-operative complications reductionprocedure alignment initiative
  • 51. NominalizationTry to turn the following nouns into verbs in your writing. Noun Verb Noun Verb► Arrangement ► Arrange ► Intention ► Intend► Attachment ► Attach ► Management ► Manage► Calculation ► Calculate ► Modification ► Modify► Consideration ► Consider ► Notification ► Notify► Consultation ► Consult ► Production ► Produce► Decision ► Decide ► Recommendation ► Recommend► Definition ► Define ► Registration ► Register► Demonstration ► Demonstrate ► Requirement ► Require► Description ► Describe ► Revision ► Revise► Estimation ► Estimate ► Settlement ► Settle► Implementation ► Implement ► Submission ► Submit
  • 52. “You” and “we”• Use “you” and “we.”• It helps us connect with the reader.• Example: X Clients benefit from our service. You benefit from our service.
  • 53. Clear English alternativesComplex words Simpler alternatives► Accordingly • So► Notwithstanding • Even if, despite, still, yet, but► In conjunction with • With► In view of the fact that • As, because► With reference to • About, concerning► Verify • Check, prove► Stipulate • State, set, lay down
  • 54. Unnecessary words and phrasesRedundant words/phrases Simpler alternatives► Completely finish • Finish► Decide upon • Decide► In close proximity • Close► In conjunction with • With► Problem area • Problem► Fully expect • Expect► Meet with • Meet► Study in depth • Study► Whole point • Point
  • 55. Clarifying jargonJargon Simpler alternatives• Benchmarking • Measuring• Core message • Main point• External challenge • Outside pressures• Framework • Guide• Level playing field • All equal• Partnership working • Working together• Prioritization • Most important• Slippage • Delay
  • 56. Activity 6.1: Writing in clear EnglishObjective: To practice writing in clear EnglishTime: 25 minutesDirections: – Refer to PM 6.1, Activity 6.1: Writing in clear English – Work in pairs – Rewrite the sentences using the principles you have learned. – Be prepared to share the corrections you make
  • 57. Activity 6.2: Rewriting text in clear EnglishObjective: To practice applying the rules of clear EnglishTime: 15 minutesDirections: – Refer to PM 6.2, Activity 6.2: Rewriting text in clear English – Read the document – Rewrite the text on a separate sheet of paper
  • 58. The six rules of writing in clear English• Write your verbs in the active, not passive, form• Prefer verbs to nouns• Use “you” and “we”• Keep sentences short and simple in structure• Use everyday words• Remove redundant words
  • 59. What is expected of writers at corporate?
  • 60. What is expected of us as writers at corporate —a strategic view• Writing in a way that reflects commercial awareness and takes into account risk and contractual obligations• Making complex issues easy to understand• Managing oneself effectively as a writer• Using the right tone• Getting the detail right, so that senior staff — whose time costs more — can concentrate on taking a strategic view
  • 61. What is expected of us as writers at corporate — getting the detail right• Clear, unambiguous writing• Grammatical accuracy and consistency• Good logical flow• Helpful headings• Correct formatting• Lack of repetition and unnecessary words
  • 62. Lesson 6 summary
  • 63. Questions?
  • 64. Reflections on learning
  • 65. Reflections on learning• What are the two key things you learned that have had the greatest impact on you today?• How will you apply what you learned to your work?
  • 66. Module close