Transcript The Three Step Writing Process

The Three Step Writing Process
The Three-Step Writing Process
Planning
Writing
Completing
 Analyze
 Organize
 Revise
 Investigate
 Compose
 Produce
 Adapt
 Proof-read
Analyzing Your Purpose
 Define your Purpose:
– General Purpose. (to inform, to persuade, to
collaborate)
– Specific Purpose.
 Sense Check:
– Is your purpose realistic?
– Is this the right time?
– Is the right person delivering your message?
– Is your purpose acceptable to your organization?
Analyzing Your Audience
 Identify the primary audience.
 Determine audience size.
 Determine audience composition.
 Judge your audience’s level of understanding.
 Estimate your audience’s probable reaction.
Investigating Necessary Information
 Collect Information Informally:
–
–
–
–
Considering others’ viewpoints.
Browsing through company files.
Chatting with supervisors or colleagues.
Asking your audience for input.
 Provide All Required Information:
–
–
–
Accurate.
Ethical.
Necessary.
Adapting Your Message to Serve Your
Audience and Purpose
 Select Appropriate Channel and Medium.
Oral Media.
 Written Media.

 Letters and Memos.
 Reports and Proposals.

Electronic Forms.
 Voice Mail.
 Teleconferencing.
 Fax.
 Email.
 Websites.
Establish a Good Relationship with Your
Audience
1.
2.
3.
4.
5.
Use the “You” Attitude.
Emphasize the Positive.
Establish Your Credibility.
Be Polite.
Use Bias-Free Language.




Gender bias.
Racial bias.
Age bias.
Disability bias.
6. Project the Company’s Image.
Use short, familiar words.
DON’T
In effect, it was hypothesized that certain physical data
categories including housing types and densities, land use
characteristics, and ecological location constitute a scaleable
content area. This could be called a continuum of residential
desirability. Likewise, it was hypothesized that several social
data categories, describing the same census tracts and
referring generally to to the social stratification system of the
city, would also be scaleable. This scale could be called a
continuum of socioeconomic status. Thirdly, it was
hypothesized that there would be a high positive correlation
between the scale types on each continuum.
Use short, familiar words.
DO
One can tell from an aerial photograph where
rich and poor people live. The rich live in big
houses set far apart. The poor live in small
houses set close together.
Prefer the short, familiar word
to the long, unfamiliar word.
Long, Unfamiliar Words Short, Familiar Words
Abbreviate
Accomplish
Approximately
Ascertain
Commence
Considerable
Determine
Detrimental








Shorten
Do
About
Find out
Begin
Much
Decide
Harmful
Use Technical Language with Caution.
Social Security’s technical language found
to be misunderstood by outsiders:
Technical Language
Improved Version
Has sufficient quarters of
coverage to acquire an
insured status.
Survivors’ benefits
Covered employment
Deceased wage earner
To file a claim
Aged workers
Has worked long enough (under
Social Security) to become
insured.
Family insurance payments
A job covered by Social Security
Worker who has died
To apply for insurance payments
Workers past 65
Prefer the concrete to
the abstract.
Abstract
Concrete
We have found that this technique Our research shows that 87 percent of
is successful.
those using this technique are
successful.
Your department may hire some
Your department may hire three new
new employees.
stock clerks.
We will ship your order soon.
We will ship the Moss No. 41 desk sets
you ordered October 12 by Arrow
Freight on October 15.
Each of the branch managers will Each of the branch managers will
receive a substantial pay raise.
received a 15 percent pay raise.
This procedure requires a constant This process requires a constant
low temperature.
temperature of 10 degrees centigrade.
Prefer the active to the passive.
Passive
It is believed that the bill was
padded.
Your report was read by the
president.
The profit and loss statement is
prepared by the treasurer each
month.
It is suggested that you clean the
element in warm, soapy water.
It is desired that every effort be
made to have this matter brought
to the attention of the manager.
Active
I believe they padded the bill.
The president read your report.
The treasurer prepares the profit
and loss statement each month.
We suggest that you clean the
element in warm, soapy water.
Mr. Wong wants you to bring this
matter to the attention of the
manager.
Prefer strong verbs to verbs
camouflaged as nouns.
Camouflaged Verb
. . . make a classification . . .
. . . make a computation . . .
. . . conduct an exploration . . .
. . . provide information . . .
. . . engage in negotiation . . .
. . . make an observation . . .
. . . provide representation . . .
Strong Verb
. . . classify . . .
. . . compute . . .
. . . explore . . .
. . . inform . . .
. . . negotiate . . .
. . . observe . . .
. . . represent . . .
Prefer strong verbs to verbs
camouflaged as nouns.
Camouflaged Verb
Strong Verb
Cancellation of the order was
made on the 12th.
Elimination of the deficit was
brought about by the change.
The management of this office
is conducted by Ms. Brown.
Distribution of the special
equipment was accomplished
by the safety officer.
We canceled the order on
the 12th.
The change eliminated the
deficit.
Ms. Brown manages this
office.
The safety officer distributed
the special equipment.
Choose the precise word.
 The committee (comprises) (constitutes)
representatives from all four sales districts.
 This building site cost a large (sum) (amount) of
money.
 She was (notorious) (noted) for her concern for
the poor.
 We found no evidence that would (cause)
(enable) us to support him.
 The management of this store is independent
(of) (from) the main office.
Choose the precise word.





She (claimed) (maintained) (said) that she was ill.
He is angry (about) (with) the loss.
I will try (to) (and) correct the error.
I differ (with) (from) you on this conclusion.
If he is late, I will not wait (for) (on) him longer than
ten minutes.
 She has an interest (in) (for) technical writing.
Suggestions for
Nondiscriminatory Writing
Avoid sexist pronouns by
 rewording to eliminate the offending word,
 making the reference plural, and
 substituting a neutral expression (he or she,
he/she, s/he, you, one, person).
Reword to eliminate the offending word.
Sexist
We will reimburse any
employee who paid his
travel expenses.
If a customer pays promptly,
he is placed on our preferred
list.
A physician should treat his
patients with respect.
Nonsexist
We will reimburse any
employee for travel expenses
paid.
A customer who pays promptly
is placed on our preferred list.
A physician should treat
patients with respect.
Make the reference plural.
Sexist
Nonsexist
If a customer pays promptly, he is
placed on our preferred list.
When an unauthorized employee
enters the security area, he is
subject to dismissal.
A supervisor is not responsible for
such losses if he is not negligent.
When a customer needs service, it is
her right to ask for it.
If customers pay promptly, they are
placed on our preferred list.
When unauthorized employees
enter the security area, they are
subject to dismissal.
Supervisors are not responsible for
such losses if they are not negligent.
When customers need service, they
have the right to ask for it.
Substitute a neutral expression.
Sexist
If a customer pays promptly, he
is placed on our preferred list.
Nonsexist
If a customer pays promptly, he
or she is placed on our preferred
list.
When an unauthorized employee When an unauthorized employee
enters the security area, he is
enters the security area, he/she
subject to dismissal.
is subject to dismissal.
A supervisor is not responsible
A supervisor is not responsible
for such losses if he is not
for such losses if s/he is not
negligent.
negligent.
When a customer needs service, When service is needed, one
it is her right to ask for it.
has the right to ask for it.
Avoid words with a
masculine origin.
Sexist
man-made
manpower
congressman
businessman
mailman
policeman
fireman
cameraman
waiter/waitress
Nonsexist
manufactured, of human origin
personnel, workers
representative, member of Congress
business executive, businessperson
letter carrier, mail carrier
police officer
fire fighter
camera operator
server
Avoid words that lower one’s status.
Instead of
my girl
lady doctor
authoress
actress
poetess
sculptress
male nurse
male secretary
Use








my secretary
doctor
author
actor
poet
sculptor
nurse
secretary
Generally avoid words that stereotype
by
 Race
–
–
a hard-working African-American
an honest Sicilian
 Age
–
–
golden ager
youngster
 Disability
–
–
deaf and dumb
crippled
 Sexual Orientation
–
–
homosexual
gay
The Three-Step Writing Process
Planning
Writing
Completing
 Analyze
 Organize
 Revise
 Investigate
 Compose
 Produce
 Adapt
 Proof-read
Importance of Organization
 Good organization helps your audience understand
your message.
 Good organization helps your audience accept your
message.
 Good organization saves your audience time.
Common Organization Problems
 Taking too long to get to the point.
 Including irrelevant material.
 Getting ideas mixed up.
 Leaving out necessary information.
Achieving Good Organization
 Define the Main Idea.
 Limit the Scope.
 Group Your Points.
 Select a Direct / Indirect Approach.
Define the Main Idea
 Topic:
The broad subject of your message.
 Main Idea:
Makes a statement about your topic.
What you want your audience to think or do.
Why they should do so.
General Purpose
Specific Purpose
Topic
Main Idea
To inform
Teach customer
service reps how to
file insurance
claims
Insurance Claims
Proper filing by reps
saves the company
time and money.
To persuade
Get top managers
to approve funding
on R&D.
Funding for R&D
Competitors spend
more than we do
on R&D.
Limit the Scope
 Gear your main idea to the length of the
message.
 Deal with three or four major points
(maximum five), regardless of message length.
Group Your Points
 Construct an Outline.
–
–
–
Start with the Main Idea.
State the Major Points.
Illustrate with Evidence.
MAIN IDEA
MAJOR POINT
EVIDENCE
EVIDENCE
Choose between Direct and Indirect
Approaches
 Direct Approach (deductive).
–
Main idea comes first, followed by evidence.
 Indirect Approach (inductive).
–
Evidence comes first, the main idea comes later.
Choose between Direct and Indirect
Approaches
 Audience Reaction.
–
–
–
Positive.
Neutral.
Negative.
 Message Length.
–
–
Short (Memos and Letters).
Long (Reports, Proposals and Letters).
 Message Type.
–
–
–
Routine, Good-News and Goodwill Messages.
Bad-News Messages.
Persuasive Messages.
Composing Your Message
 Composing your first draft.
–
–
–
–
–
–
–
Decide what to say and in what order.
Improve on your outline.
Pay attention to your style and tone.
Select words that match your style and tone.
Create effective sentences.
Develop coherent, easy to understand
paragraphs.
Take ideas from other business journals,
magazines, etc.
Control Your Style and Tone
 Use a Conversational Tone.
–
–
–
–
Avoid obsolete and pompous language.
Avoid intimacy (Just between you and me…).
Avoid humor.
Avoid preaching and bragging.
 Use plain English.
Obsolete
Up to Date
In due course
Today, tomorrow ( or a specific time)
We wish to inform you
(just say it)
Attached herein, please find
Attached is
We are in receipt of
We have received
Select the Best Words
 Use Words that Communicate.

Choose Strong Words.

Choose Familiar Words.

Avoid clichés.

Use jargon carefully.
Weak Phrases
Strong Terms
Wealthy businessperson
Tycoon
Business prosperity
Boom
Hard Times
Slump
Avoid Clichés
Use Plain Language
Cost an arm and a leg
Expensive
Fall through the cracks
Be overlooked
Call the shots
Be in charge
Compose Elegant Email Messages
 Make your subject line informative.
 Personalize your email message.
 Make your email easy to follow.
Completing Business Messages
The Three-Step Writing Process
Planning
Writing
Completing
 Analyze
 Organize
 Revise
 Investigate
 Compose
 Produce
 Adapt
 Proof-read
Revising Your Message
 Evaluate Your Content and Organization.
 Review Your Style and Readability.
 Give Others Specific, Constructive Criticism.
Review Your Style and Readability
 Conciseness.

Delete unnecessary words and phrases.

Shorten long words and phrases.

Eliminate redundancies.
Unacceptable
Acceptable
In the near future
Soon
In the event that
If
In view of the fact that
Because
During the preceding year, the company
accelerated productive operations.
Last year, the company sped up
operations.
Absolutely complete
Complete
Basic fundamentals
Fundamentals
Repeat again
Repeat
Return back
Return
Surrounded on all sides
Surrounded
Collect together
Collect
Future plans
Plans
Producing Your Message







Proofreading Your Message






