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Professional communication
This document provides guidance on business writing. It discusses that business writing should be purposeful, concise, and focus on the receiver. The writing process is recursive and involves prewriting, writing, and revising steps. Key aspects of prewriting include determining the purpose and analyzing the audience. When choosing a media, factors like the sender, receiver, and message should be considered. While writers may have different styles, the core steps are important for any message. Short messages still require considering the writing process. Collaboration and different technologies can impact how writers work individually and together.
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- 2. Business Writing Is… Purposeful Itis concise and doesn’t waste the reader’s time. It focuses on the receiver, not the sender. It conveys information and solves problems. Its goal is to make the audience accept the message.
- 3. 3-X-3 Writing Process Prewritin g WritingRevising Purpose Analyze Anticipate Adapt Listen Research Organize Compose Edit Proofread Evaluate The writing process is recursive.
- 4. Identify Your Message:first step is planning your communication is to determine your specific purpose. All messages have an underlying “relational” purpose for goodwill. Analyze Your Audience: If you are communicating with someone you know well, audioence analysis is relatively easy. • Identify Your Primary audience • Determine audience size and geographic distribution. • Audience Compositing (similarities and differences in culture, language , age , education ) • Guess the level of understanding your listener or reader of you message. • Understand audience expectation from you.
- 5. Factors to ConsiderWhen choosing Media Sender Receiver Standard Reports Letters and Telephone Convo Face To Face Static Web pages emails, memos Multimedia Poster and Signs Blogs Web pages
- 6. Do All WritersFollow the Same Steps? 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.
- 7. Do Short MessagesRequire a Writing Process? The steps may be condensed or performed rapidly, but good writers consider them all.
- 8. Writing With Teams:Phase 1 Analyze Anticipate Adapt Phase 1: Prewriting Team members work closely to determine purpose, audience, content, organizationPrewriting
- 9. Adapting to Taskand 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.
- 10. Developing Reader Benefitsand “You” View We are requiring all staffers to complete these forms in compliance with company policy. Please complete these forms so that you will be eligible for health and dental benefits. Sender-Focused Receiver-Focused Because we need more space for our new inventory, we are staging a two-for-one sale. This two-for-one sale makes it possible for you to buy a year’s supply of paper but pay only for six months’ worth.
- 11. Writing With Teams:Phase 2 Phase 2: Writing Team members work separately. Writing Research Organize Compose
- 12.
- 13. Writing With Teams:Phase 3 Revising Edit Proofread Evaluate Phase 3: Revising Team members work together to synthesize, but one person may do final proofreading.
- 14. Writing Task: Reasons WhyHigh School Students Choose OU Step 1: Prewriting Analyze Anticipate Adapt Step 2: Writing Research Organize Compose Step 3: Revising Edit Proofread Evaluate • What is the purpose of the writing? • Who is the Audience? • What expectations are there for the writing? • Conduct informal research • Create an outline • Write – two paragraphs for a newsletter Focus on: 1. Word and content meaning 2. Grammar and mechanics 3. Formatting You decide! After Interview Collect Info/Data Write Edit, Evaluate
Editor's Notes
- #3 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.
- #4 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.
- #8 Examples of using the writing process for a simple note to a formal report.
- #9 Identify the purpose Why am I writing this message? What do I hope to achieve? Selecting the best channel How 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?
- #12 Formal Research Methods Informal Research Methods Collecting Information & Generating Ideas
- #14 Clarity Tone Conciseness ( Completeness ) Vigor & Directness (To make your business messages more effective, revise for vigor and directness. You can strengthen your writing by unburying verbs, controlling exuberance, and choosing precise words.) Readability Word and content meaning Grammar and mechanics formatting How 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?