Introduction to Business Writing

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 different
types of writing
Time: 15 minutes
Directions:
– 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 feedback
Objective: To explore the impact of our writing on our
clients
Time: 5 minutes
Directions:
– 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 contained
in the response our words generate from our readers, rather than
in 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 readers
Objective: To consider the different types of readers of our documents and
their needs
Time: 10 minutes
Directions:
– 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
Elements
►Structure
►Content
►Language
►Presentation
►Navigation
►Process
Purpose 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 paragraphs
Objective: To practice structuring paragraphs
Time: 15 minutes
Directions:
– 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. • 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
Lesson 5 objectives

36. Activity 5.1: Spot the deliberate
mistake
Objective: To spot and correct common mistakes in
grammar and usage
Time: 15 minutes
Directions:
– 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 style
Objective: To spot and correct text to meet corporate writing style
Time: 15 minutes
Directions:
– 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 writing
Objective: To practice using language in a way that
protects corporate
Time: 20 minutes
Directions:
– 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.
Active Passive
X won the
contract.
The contract was
won by X.

50. The love of nouns in business
English
Post-operative complications reduction
procedure alignment initiative

51. Nominalization
Try to turn the following nouns into verbs in your writing.
► Arrangement
► Attachment
► Calculation
► Consideration
► Consultation
► Decision
► Definition
► Demonstration
► Description
► Estimation
► Implementation
► Arrange
► Attach
► Calculate
► Consider
► Consult
► Decide
► Define
► Demonstrate
► Describe
► Estimate
► Implement
► Intention
► Management
► Modification
► Notification
► Production
► Recommendation
► Registration
► Requirement
► Revision
► Settlement
► Submission
► Intend
► Manage
► Modify
► Notify
► Produce
► Recommend
► Register
► Require
► Revise
► Settle
► Submit
Noun Noun VerbVerb

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 alternatives
Simpler alternatives
• So
• Even if, despite, still, yet, but
• With
• As, because
• About, concerning
• Check, prove
• State, set, lay down
Complex words
► Accordingly
► Notwithstanding
► In conjunction with
► In view of the fact that
► With reference to
► Verify
► Stipulate

54. Unnecessary words and phrases
Simpler alternatives
• Finish
• Decide
• Close
• With
• Problem
• Expect
• Meet
• Study
• Point
Redundant words/phrases
► Completely finish
► Decide upon
► In close proximity
► In conjunction with
► Problem area
► Fully expect
► Meet with
► Study in depth
► Whole point

55. Clarifying jargon
Jargon
• Benchmarking
• Core message
• External challenge
• Framework
• Level playing field
• Partnership working
• Prioritization
• Slippage
Simpler alternatives
• Measuring
• Main point
• Outside pressures
• Guide
• All equal
• Working together
• Most important
• Delay

56. Activity 6.1: Writing in clear English
Objective: To practice writing in clear English
Time: 25 minutes
Directions:
– 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
English
Objective: To practice applying the rules of clear English
Time: 15 minutes
Directions:
– 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