Business Writing Course Melbourne - Business Writing Global (130) 013-8586
Business Writing - 13
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Transcript of Business Writing - 13
Who are you writing to??…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 statement
6. Comes to Terms with Gender Refer Men & Women in same way, avoid genders modifiers or
gender specific words
From Purpose Through ProcessFrom Purpose Through Process Know your single purpose Inform ,Persuade,Instruct,Record/ Document Writing in Four StagesPlan ,Write ,Revise,Edit Five Step Revision & EditOverall purpose,content &structureParagraph, SentencesYour Personal Errors Help Your GrammarTrack your grammatical problems, attentive
to the problems
The Power of Words To Express The Power of Words To Express & Not To Impress& Not To ImpressMake it Clear, Economical,
StraightforwardAvoid Trite Phrases, Cliché's & JargonAccentuate The PositiveUse Active VoiceAvoid Noun & Adjective StacksChoices & ConsiderationSet off Lists with BulletsAvoid Topographical Excess
Structure Your Writing to Structure Your Writing to Research your ReaderResearch 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 Nine Steps for better Sales LetterLetterKnow what you want to sayUse Graphic Devise to grab PeopleAvoid Passive VoiceBe Brief, Be ClearGet Attention immediatelyAppeal to their intrestCreate DesireUrge them to act NowAdd a Postscript
The Power of Visual , White The Power of Visual , White Space, & HeadingsSpace, & Headings Visuals:Into the head through the eyesWhen, Where & how to use visuals
White Space: Making the Most of NothingUse of Margins, listing quotes, space b/w
paragraphs
Headings: Signposts & SignalsMajor , Minor & Sub heading, Paragraph
Headings
How to Start & StopHow to Start & Stop Gaining AttentionStart Strong-finish Strong, Degrees of attention,
Effective OpeningContext, Purpose , organization(Attractive)
Holding Your Readers
Ending StrongBriefly Summarize, Repeat your major points,
stress on the importance of topic, Provide Recommendations.
Zero Based WritingZero Based Writing Move From Assumptions to PerspectiveAvoid unnecessary technical terms, Master Process WritingDescription & instruction-discuss description
first then instruction Write Clear, Practical DescriptionsWhere to start from, what to be included,
what should be , what is the appropriate point.
Write Simple InstructionsComplete , Precise, Simple, Direct,
Organized, Layout
Dealing With Tough SituationsDealing With Tough Situations Breaking Bad NewsBe positive, Give Reason Strategy for Delivering Bad NewsEstablish good news, present negative
message with reason & Explain the positive aspect
Reacting to PredicamentState your reason, recognize readers
objection, be assertive, Avoid offending, be respectful & sensitive to your positions.
Persuading Your ReadersPersuading 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 FormatOffer Several Solutions-Helps to hook the
readers Write Powerful ProposalsUse memorable title, highlights the need,
problem or opportunity, support statements by fact & quotes, keep proposal concise,
ConclusionConclude with power: what do u expect from
them & give them something to remember
Reports, Reports, Reports Reports, Reports, Reports
Types of ReportOccasional Report, Activity Report, Status Report
or Progress Report, Formal Report Basics for all ReportObjectives, Readers, Scope of Coverage,
Information Equation-drawing & building interest in your report
Evaluating your ReportBefore Submitting read it from the perspective of
the recipients Reports: The Bottom LineYour purpose is to inform persuade , connect with
readers & compel them to read & understand
Top Ten Tips For Writing Top Ten Tips For Writing Well in BusinessWell in BusinessKnow your ReadersFeature the “you attitude” stress benefit for the
readersKnow your single communication objectiveBe Clear , Economical & StraightforwardUse subject lines, short paragraph & postscriptsStrong introduction & conclusionUse headings, white space & visualsWrite actively rather than PassivelyAvoid Negative WritingUse Power of persuasion to influence readers
Regardless of what you write, Regardless of what you write, Consider the Consider the Rhetorical TriangleRhetorical Triangle
. . . . . .
Subject (the logic you will present
-- your topic or message)
Writer (your ethics, morals,
skill set
and Plans to use
Your characteristics
to meet your purpose)
Audience (the passions, interests, or characteristics of the ones
you’re trying to persuade and their characteristics)