2. Business Writing Is…
Purposeful
It is 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
Writing Revising
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 Consider When 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 Writers Follow 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 Messages Require 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 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.
10. Developing Reader Benefits and
“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
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 Why High 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
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.
Examples of using the writing process for a simple note to a formal report.
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?
Formal Research Methods
Informal Research Methods
Collecting Information & Generating Ideas
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?