Who are you writing to??…1. Know your Reader The more you know , the more you can customize your message Age , Education, Income, Gender, Race, Nationality, Religion, attitude, Beliefs & Values2. What if you don’t know your reader Layperson, Expert, Executive, User, Complex3. Check the reliability Readers Knowledge Level & their interest4. Writing From the Reader’s Perspective Focus on benefits of readers, Put yourself in readers shoes5. Build Reader Rapport Establish Common ground, Put problems in place, use short paragraph to hold interest, Reinforce empathy &Future contact, conclude with an action statement6. Comes to Terms with Gender Refer Men & Women in same way, avoid genders modifiers or gender specific words
From Purpose Through Process Know your single purpose Inform ,Persuade,Instruct,Record/ Document Writing in Four Stages Plan ,Write ,Revise,Edit Five Step Revision & Edit Overall purpose,content &structure Paragraph, Sentences Your Personal Errors Help Your Grammar Track your grammatical problems, attentive to the problems
The Power of Words To Express & NotTo Impress Make it Clear, Economical, Straightforward Avoid Trite Phrases, Cliches & Jargon Accentuate The Positive Use Active Voice Avoid Noun & Adjective Stacks Choices & Consideration Set off Lists with Bullets Avoid Topographical Excess
Structure Your Writing toResearch your Reader Techniques to Engage Readers Entrance & Exit Ramps Subject Line & Postscripts Traditional Letter Form Block Format & Modified Block format Memo Or Email Form Purpose & Content Keep your message short Use short Paragraph Use subject line Don’t use capital letters Tips For Writing Effectively Simple & short Sentence Address your readers with you Clear Message , Informative Active Words
Nine Steps for better Sales Letter Know what you want to say Use Graphic Devise to grab People Avoid Passive Voice Be Brief, Be Clear Get Attention immediately Appeal to their intrest Create Desire Urge them to act Now Add a Postscript
The Power of Visual , White Space, &Headings Visuals:Into the head through the eyes When, Where & how to use visuals Whit Space: Making the Most of Nothing Use of Margins, listing quotes, space b/w paragraphs Headings: Signposts & Signals Major , Minor & Sub heading, Paragraph Headings
How to Start & Stop Gaining Attention Start Strong-finish Strong, Degrees of attention, Effective Opening Context, Purpose , organization(Attractive) Holding Your Readers Ending Strong Briefly Summarize, Repeat your major points, stress on the importance of topic, Provide Recommendations.
Zero Based Writing Move From Assumptions to Perspective Avoid unnecessary technical terms, Master Process Writing Description & instruction-discuss description first then instruction Write Clear, Practical Descriptions Where to start from, what to be included, what should be , what is the appropriate point. Write Simple Instructions Complete , Precise, Simple, Direct, Organized, Layout
Dealing With Tough Situations Breaking Bad News Be positive, Give Reason Strategy for Delivering Bad News Establish good news, present negative message with reason & Explain the positive aspect Reacting to Predicament State your reason, recognize readers objection, be assertive, Avoid offending, be respectful & sensitive to your positions.
Persuading Your Readers How to Persuade in Three Difficult Steps Establish common Ground, State the problem & Solution, End with Strong Action Close, Ten Rules of Persuasion Know your readers Know what u can accomplish Anticipate objection, Stress Rewards Be Familiar Be Clear Ask for what you want Control the tone Clinch your argument & give them something to remember
Use a Problem/ Solution Format Offer Several Solutions-Helps to hook the readers Write Powerful Proposals Use memorable title, highlights the need, problem or opportunity, support statements by fact & quotes, keep proposal concise, Conclusion Conclude with power: what do u expect from them & give them something to remember
Reports, Reports, Reports Types of Report Occasional Report, Activity Report, Status Report or Progress Report, Formal Report Basics for all Report Objectives, Readers, Scope of Coverage, Information Equation-drawing & building interest in your report Evaluating your Report Before Submitting read it from the perspective of the recipients Reports: The Bottom Line Your purpose is to inform persuade , connect with readers & compel them to read & understand
Top Ten Tips For Writing Well inBusiness Know your Readers Feature the “you attitude” stress benefit for the readers Know your single communication objective Be Clear , Economical & Straightforward Use subject lines, short paragraph & postscripts Strong introduction & conclusion Use headings, white space & visuals Write actively rather than Passively Avoid Negative Writing Use Power of persuasion to influence readers
Regardless of what you write, Consider the Rhetorical Triangle . . . Writer Audience (your ethics, morals, (the passions, interests, or skill set characteristics of the ones you’re trying to persuade and Plans to use and their characteristics)Your characteristicsto meet your purpose) Subject (the logic you will present -- your topic or message)
Before you Leave…………Never Give Something to disagree with, never give anything to think about