Clarity in Communications:            Practical Business Writing for Industry                            Managers         ...
Writing depends on both strategy and intuition                              – William Irmscher                            ...
The Need for Clearer, More Effective             Communication• We are familiar with jargon, inflated and  empty writing.•...
Business Writing is Unique• Businesses are about selling and promoting  goods and/or services.• While there may be a great...
What is Effective Business Writing?• Grammatically and mechanically correct.• Easily comprehensible-time and attention is ...
Why Effective Business Writing Skills?• The final printed/typed word is permanent.        – Credibility        – Time     ...
Where Are We Now?• Rules of business writing have been the  same for a long time.• We continue to use models and rules tha...
Where Do We Go From Here?Get clear:        • Understand what good business writing is and          what it entails.       ...
Characteristics of Effective                          Business WritersEffective business writers have:1. Process       •  ...
Essential Questions for Preparation• What is my purpose? Why am I writing? What  action do I want the audience to take, an...
Form• What are you writing?• What should it look like? What models are  currently in place? What models are  appropriate?•...
Write• Write with minimal revision. Focus on the  message and form first.• Get down what is relevant, important, and  appr...
Revision is Key•     Criticize•     Select•     Reorder•     Correct                  Clarity in Communications, Practical...
Revise For…• Grammar and mechanics• Potential breakdown in communication• Elements that lead to misunderstandings  i.e. ja...
Samples of Possible Inefficient WritingExample: A restructuring will be necessary, andresources will be targeted at the ar...
Samples of Possible Inefficient WritingExample: Operating revenue is high whencompared to operating expenses, and thedebt-...
Appropriate SubstanceBe familiar with the audience:• What is their current knowledge of the  content you are writing? What...
Employing Writing StrategiesEmploying basic writing strategies will aide ineffective business writing practices in manybus...
Employing Writing StrategiesPut metaphors on the back burner and usesimple, concrete language.Never use a metaphor, simile...
Employing Writing StrategiesOmit needless words.Be ruthless about self-editing. If you dont needa word, cut it.           ...
Employing Writing StrategiesStay active and be in the moment.Never use the passive verb where you can use anactive verb in...
Employing Writing StrategiesUse Standard EnglishNever use jargon, a foreign phrase or a scientific word ifyou can think of...
Employing Writing StrategiesCurb your enthusiasm.             Avoid overusing exclamation points. Use professional        ...
Employing Writing StrategiesLimit your use of adverbs and intensifers    These words can be misleading. Use a    strong ve...
Employing Writing StrategiesBe cautious of commonly confused words.     Affect is a verb that means "to influence."     "E...
Common Business Writing Formats• Email• Internet/Media Sites• Hard Copy Documents                 Clarity in Communication...
Email•     Titles•     Professionalism•     Context•     Employee direction•     Cc/Bc                 Clarity in Communic...
Internet/Media Sites•     Broader audience•     Aesthetics/Semiotics•     Correct Information/Updated Information•     Eas...
Hard Copy Documents•     Printing is permanent•     Format is important•     Know what is required/expected•     Research ...
Take Home Message1. Process       •         Preparation2. Form       •         Writing skills3. Substance       •         ...
Questions?                 Clarity in Communications, Practical BusinessApril 30, 2012                                    ...
Information has been adapted from thefollowing sources:Adler, G. (2012). The write stuff: Three steps to corporate writing...
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Waste expo business writing

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Business Writing PPT provided at the WasteExpo 2012

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Waste expo business writing

  1. 1. Clarity in Communications: Practical Business Writing for Industry Managers Presenters: Nayelee Villanueva & Joseph G. LopezApril 30, 2012 waste expo 2012 1
  2. 2. Writing depends on both strategy and intuition – William Irmscher Clarity in Communications, Practical BusinessApril 30, 2012 2 Writing for Industry Managers
  3. 3. The Need for Clearer, More Effective Communication• We are familiar with jargon, inflated and empty writing.• While we recognize it when we see it, we continue the cycle. Clarity in Communications, Practical BusinessApril 30, 2012 3 Writing for Industry Managers
  4. 4. Business Writing is Unique• Businesses are about selling and promoting goods and/or services.• While there may be a great product or service, unless business can communicate it to their consumers or customers, it won’t sell.• Context is important. Clarity in Communications, Practical BusinessApril 30, 2012 4 Writing for Industry Managers
  5. 5. What is Effective Business Writing?• Grammatically and mechanically correct.• Easily comprehensible-time and attention is short when it comes to business.• Free of elements that get in the way of understanding.• Appropriate to the level of expertise, knowledge, vocabulary, and education.• Compelling/convincing/persuasive enough to keep the reader moving forward with clear benefits. Clarity in Communications, Practical BusinessApril 30, 2012 5 Writing for Industry Managers
  6. 6. Why Effective Business Writing Skills?• The final printed/typed word is permanent. – Credibility – Time – Money Clarity in Communications, Practical BusinessApril 30, 2012 6 Writing for Industry Managers
  7. 7. Where Are We Now?• Rules of business writing have been the same for a long time.• We continue to use models and rules that, at times, are not relevant to 21st century forms of communication.• Many are familiar with traditional business writing models, but few are prepared for newer forms. Clarity in Communications, Practical BusinessApril 30, 2012 7 Writing for Industry Managers
  8. 8. Where Do We Go From Here?Get clear: • Understand what good business writing is and what it entails. • Employ basics + strategy. Clarity in Communications, Practical BusinessApril 30, 2012 8 Writing for Industry Managers
  9. 9. Characteristics of Effective Business WritersEffective business writers have:1. Process • Preparation2. Form • Writing skills3. Substance • Revision skills Clarity in Communications, Practical BusinessApril 30, 2012 9 Writing for Industry Managers
  10. 10. Essential Questions for Preparation• What is my purpose? Why am I writing? What action do I want the audience to take, and by when?• Who is my audience? What is the benefit of my message for them?• What is the best written channel?• What is my key message? What are my three stronger supporting points? How should I structure my message for each target audience? Clarity in Communications, Practical BusinessApril 30, 2012 10 Writing for Industry Managers
  11. 11. Form• What are you writing?• What should it look like? What models are currently in place? What models are appropriate?• How does the form fit with the company culture, organization, product, vision, strategy? Clarity in Communications, Practical BusinessApril 30, 2012 11 Writing for Industry Managers
  12. 12. Write• Write with minimal revision. Focus on the message and form first.• Get down what is relevant, important, and appropriate.• Let it sit, for a few minutes.• Set some time for revision as it is a critical stage and requires time and attention. Clarity in Communications, Practical BusinessApril 30, 2012 12 Writing for Industry Managers
  13. 13. Revision is Key• Criticize• Select• Reorder• Correct Clarity in Communications, Practical BusinessApril 30, 2012 13 Writing for Industry Managers
  14. 14. Revise For…• Grammar and mechanics• Potential breakdown in communication• Elements that lead to misunderstandings i.e. jargon, casual language, empty phrases, especially if writing for an international audience. Clarity in Communications, Practical BusinessApril 30, 2012 14 Writing for Industry Managers
  15. 15. Samples of Possible Inefficient WritingExample: A restructuring will be necessary, andresources will be targeted at the areas of highestpriority for our entire business.Translation: We have serious problems: we willclose some businesses and fire people.*samples from Gordon Adler, Ph.D. Clarity in Communications, Practical Business April 30, 2012 15 Writing for Industry Managers
  16. 16. Samples of Possible Inefficient WritingExample: Operating revenue is high whencompared to operating expenses, and thedebt-to-equity ratio is high.Translation: The company relying onfinancial engineering to cover weaknesses,and it is taking on excessive risk.*samples from Gordon Adler, Ph.D. Clarity in Communications, Practical BusinessApril 30, 2012 16 Writing for Industry Managers
  17. 17. Appropriate SubstanceBe familiar with the audience:• What is their current knowledge of the content you are writing? What do they need to know?• Vocabulary level/Industry discourse• Median education level – determines the tone.• International audiences- research if necessary. Clarity in Communications, Practical Business April 30, 2012 17 Writing for Industry Managers
  18. 18. Employing Writing StrategiesEmploying basic writing strategies will aide ineffective business writing practices in manybusiness writing formats. Clarity in Communications, Practical BusinessApril 30, 2012 18 Writing for Industry Managers
  19. 19. Employing Writing StrategiesPut metaphors on the back burner and usesimple, concrete language.Never use a metaphor, simile, or other figure of speech that youoften see in print.Never use a long word where a short one will do. More often thannot, an everyday word is better than a bookish one. Use simple,clear, precise language. Instead of mentioning "the currentsituation," explain exactly what it is. Clarity in Communications, Practical Business April 30, 2012 19 Writing for Industry Managers
  20. 20. Employing Writing StrategiesOmit needless words.Be ruthless about self-editing. If you dont needa word, cut it. Clarity in Communications, Practical Business April 30, 2012 20 Writing for Industry Managers
  21. 21. Employing Writing StrategiesStay active and be in the moment.Never use the passive verb where you can use anactive verb instead. Active verbs help energizeyour prose. Instead of writing "The meeting wasled by Tom," write "Tom led the meeting." Clarity in Communications, Practical Business April 30, 2012 21 Writing for Industry Managers
  22. 22. Employing Writing StrategiesUse Standard EnglishNever use jargon, a foreign phrase or a scientific word ifyou can think of an everyday English equivalent.Using jargon is lazy, and it clouds the message that youretrying to deliver.Using foreign language could be perceived as looking likea showoff. Clarity in Communications, Practical Business April 30, 2012 22 Writing for Industry Managers
  23. 23. Employing Writing StrategiesCurb your enthusiasm. Avoid overusing exclamation points. Use professional signoffs like "Best" or "Regards“ instead of something trendy like "xoxo."Basic Grammar. This tip sounds obvious, but people often get basic grammar wrong. For instance, the number of the subject (whether its singular or plural) determines the number of the verb. Use a singular verb form--and pronoun-- after nobody, someone, everybody, neither, everyone, each, either. Clarity in Communications, Practical Business April 30, 2012 23 Writing for Industry Managers
  24. 24. Employing Writing StrategiesLimit your use of adverbs and intensifers These words can be misleading. Use a strong verb instead of a weak verb and an adverb. Instead of writing "Sales grew quickly," try "Sales accelerated." Clarity in Communications, Practical Business April 30, 2012 24 Writing for Industry Managers
  25. 25. Employing Writing StrategiesBe cautious of commonly confused words. Affect is a verb that means "to influence." "Effect" is a noun that means "result." "The weather affects our ability to travel, and had a terrible effect on our flight to New York." Clarity in Communications, Practical Business April 30, 2012 25 Writing for Industry Managers
  26. 26. Common Business Writing Formats• Email• Internet/Media Sites• Hard Copy Documents Clarity in Communications, Practical BusinessApril 30, 2012 26 Writing for Industry Managers
  27. 27. Email• Titles• Professionalism• Context• Employee direction• Cc/Bc Clarity in Communications, Practical BusinessApril 30, 2012 27 Writing for Industry Managers
  28. 28. Internet/Media Sites• Broader audience• Aesthetics/Semiotics• Correct Information/Updated Information• Easily Navigated Clarity in Communications, Practical BusinessApril 30, 2012 28 Writing for Industry Managers
  29. 29. Hard Copy Documents• Printing is permanent• Format is important• Know what is required/expected• Research might be necessary• Aesthetics Clarity in Communications, Practical BusinessApril 30, 2012 29 Writing for Industry Managers
  30. 30. Take Home Message1. Process • Preparation2. Form • Writing skills3. Substance • Revision skills Clarity in Communications, Practical BusinessApril 30, 2012 30 Writing for Industry Managers
  31. 31. Questions? Clarity in Communications, Practical BusinessApril 30, 2012 31 Writing for Industry Managers
  32. 32. Information has been adapted from thefollowing sources:Adler, G. (2012). The write stuff: Three steps to corporate writing: A playbook, Communication World. Retrieved from http://www.iabc.com/cwLaabs, J. (2000). Make it your business to write clearly, Workforce. Retrieved from http://www.workforce.comKoster, H. (2011). Ten tips for better business writing. Forbes Magazine, Retrieved from http://www.forbes.com/2011/05/02/10-tips-tips-for-better-businesswriting.html Clarity in Communications, Practical BusinessApril 30, 2012 32 Writing for Industry Managers

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