Learning ObjectiveChapter 6 Business Writing

Business Writing

Copyright © 2001 South-Western College Publishing Co.

Objectives

O U T L I N E

Developing Written Documents

The Writing Process in Action

Improving Your Writing Skills

Writing Skills

6C H A P T E R

Learning ObjectiveChapter 6 Business Writing

1. Appreciate the importance of writing skills and develop a writing style that is appropriate to your readers, your reasons for writing, and your message.

2. Describe the process of pre-writing and explain how to assess and respond to the expectations, interests, and needs of your readers.

3. Identify the key steps in developing a written document.

4. Describe how business writing has changed as a direct result of technology.

5. Identify your strengths and weaknesses as a writer.

Learning Objectives

Learning ObjectiveChapter 6 Business Writing

WRITING SKILLSWRITING SKILLS

Appreciate the importance of writing skills. Develop a style appropriate to your readers, your reasons for writing, and your message.

Developing Written Documents

The Writing Process in Action

Improving Your Writing Skills

• Businesses need people who can draft everything from briefs, interoffice memos, to prospectus documents

• The kind of business a firm is in will determine its need for high quality writing

Writing Skills

The Importance of Learning to Write

Learning ObjectiveChapter 6 Business Writing

Developing Written Documents

The Writing Process in Action

Improving Your Writing Skills

• Demonstrates integrity

• Understands the process of communication

• Critically evaluates communication

• Adapts to various communication situations

• Adapts to various receivers

• Uses support material effectively

• Motivates an audience

• Uses reason and logic effectively

• Communicates with minimal distractions

Fundamental Competencies

Appreciate the importance of writing skills. Develop a style appropriate to your readers, your reasons for writing, and your message.

Writing Skills

Learning ObjectiveChapter 6 Business Writing

Developing Written Documents

The Writing Process in Action

Improving Your Writing Skills

The most obvious advantages to speaking are:

• Immediate feedback: scan faces

• Speaker control: adjust pacing and phrasing

• Less work for the audience

Some disadvantages to speaking are:

• The spoken word is ephemeral: fleeting

• Spoken communication is linear

• Spoken messages can be expensive

Deciding When To Write

DEVELOPING WRITTEN DOCUMENTSDEVELOPING WRITTEN DOCUMENTS

Describe the process of pre-writing and explain how to assess and respond to the needs of your readers.

Writing Skills

Learning ObjectiveChapter 6 Business Writing

Developing Written Documents

The Writing Process in Action

Improving Your Writing Skills

The most obvious advantages of writing are:

• A permanent record: retained and checked

• Documents transcend time and distance

• Precise control of use of language

• Easy and inexpensive to make multiple copies

• Dissemination is rapid, easy, reliable:

• overnight delivery

• faxes

• e-mail

The Advantages of Writing

Describe the process of pre-writing and explain how to assess and respond to the needs of your readers.

Writing Skills

Learning ObjectiveChapter 6 Business Writing

Developing Written Documents

The Writing Process in Action

Improving Your Writing Skills

• Reader flexibility: the reader can browse, check, stop, or continue

• A range of verbal expression: writing forces clarification of the subject4

• Fixes responsibility for authorship

• Ensures uniformity in instructions, procedures, and other messages

The Advantages of Writing (continued)

Getting Organized• Two questions:

• What to say? How to say it?

Identify the key steps in developing a written document.

Writing Skills

Learning ObjectiveChapter 6 Business Writing

Developing Written Documents

The Writing Process in Action

Improving Your Writing Skills

Your targeted audience will determine:

• word selection

• style

• tone

• sentence length

• pattern of organization expression

Writing is a process that involve separate, clearly identifiable steps:

1. how to make an outline

2. when to start writing

Getting Organized (continued)Writing Skills

Identify the key steps in developing a written document.

Learning ObjectiveChapter 6 Business Writing

Developing Written Documents

The Writing Process in Action

Improving Your Writing Skills

3. when to stop writing

4. when to keep going

5. how to choose your words

6. how to review your first draft

Getting Organized (continued)

Creating the First Draft• Start Writing: different documents require different approaches

• When to Stop: Correct grammar and spelling later

• When to Keep Going: write as much as you can

• Choosing Your Words: make it a little bit more spoken

Writing Skills

Identify the key steps in developing a written document.

Learning ObjectiveChapter 6 Business Writing

Developing Written Documents

The Writing Process in Action

Improving Your Writing Skills

Creating the First Draft• Reviewing Your First Draft: don’t rush a business document into print

• A Word About Paragraphs: Start a new subject - begin a new paragraph

• A Word About Tone: the writer’s attitude

Editing, Revising, and Creating the Second Draft• Read First for Meaning and Flow: Does it make sense? Is anything missing? What to exclude?

• Read for Detail: Grammar? Spelling? Punctuation?

• Revise Your Sentences: Main point? Strong verbs? Improper Language?

(continued)Writing Skills

Identify the key steps in developing a written document.

Learning ObjectiveChapter 6 Business Writing

Developing Written Documents

The Writing Process in Action

Improving Your Writing Skills

(continued)

Editing, Revising, and Creating the Second Draft

• Revise Your Paragraphs: One main point per paragraph? Brief? Coherent?

Technology and Writing• Research: CD-ROMs, electronic data bases, networks

• Composition: Word processors

• Style: E-mail tends to be more like spoken communication

• Editing: Files are easily changed or updated

• Collaboration: Assistance and review from others

Writing Skills

Describe how business writing has changed as a direct result of technology.

Learning ObjectiveChapter 6 Business Writing

Developing Written Documents

The Writing Process in Action

Improving Your Writing Skills

Technology and Writing• Document Design: Graphics and design packages now include more options

• Speed: Edit - don’t rush publication

• Security: Know who has access to your files

• Portability: Upload, download anywhere

(continued)

Producing the Final Draft• For most document, one revision may not be enough.

• Consider a third or fourth draft if the document will be seen by a large number of important people

Writing Skills

Describe how business writing has changed as a direct result of technology.

Learning ObjectiveChapter 6 Business Writing

Developing Written Documents

The Writing Process in Action

Improving Your Writing Skills

Reviewing Your Final Draft: Is This the Best You Can Do?A few questions before printing . . .

• Is the main point up front or near the front?

• Are the language and reading level appropriate for my readers?

• Is my information correct? How can I be sure?

• Is the format appropriate? Does the document look inviting to a reader?

• Have I included everything my reader needs in order to understand this subject?

Writing Skills

Identify the key steps in developing a written document.

Learning ObjectiveChapter 6 Business Writing

Developing Written Documents

The Writing Process in Action

Improving Your Writing Skills

Reviewing Your Final Draft: Is This the Best You Can Do?(continued)

• Is there more here than my readers expect? Have I overlooked, baffled, angered, or disappointed them?

• Have I fulfilled my promises and obligations to my readers?

• Has someone else proofread this document carefully?

• Does this document meet the highest business and professional standards? Is this the best I can do?

Writing Skills

Identify the key steps in developing a written document.

Learning ObjectiveChapter 6 Business Writing

Developing Written Documents

The Writing Process in Action

Improving Your Writing Skills

• First draft: listed all relevant issues related to the problem

• Second draft: reorganized by moving the main point

• The first revision: eliminated basic errors in spelling, punctuation, sentence construction, and paragraph design

• The final version: introduced bulleted points to help organize and display supporting evidence

THE WRITING PROCESS IN ACTIONTHE WRITING PROCESS IN ACTIONWriting Skills

Identify the key steps in developing a written document.

Learning ObjectiveChapter 6 Business Writing Identify your strengths and

weaknesses as a writer.

Developing Written Documents

The Writing Process in Action

Improving Your Writing Skills

• Read the criticisms of your writing.

• Keep a list of errors you most commonly make

• Make an effort to improve

IMPROVING YOUR WRITING SKILLSIMPROVING YOUR WRITING SKILLS

Improving Your Strengths and Weaknesses

Begin to Know Yourself• Take the time to know yourself and writing will not be as daunting as you had once thought

• Better writing requires determination, hard work, and assistance.

Writing Skills

Learning ObjectiveChapter 6 Business Writing

The End

Copyright © 2000 South-Western College Publishing Co.