“Put It in Writing”

Adding Value to Company

Knowledge

The Knowledge Chain

data

message revision and coordination

knowledge

message creation

message use

information

Professional Writing 87% of all business writing is done in

a group or team. The average business document is

reviewed by 3-5 people by the time the final draft is complete.

100% of all business documents are created within an organizational culture.

Writing Procedure “Prewrite”

determine audience and purposeperform research and analysis

Draftformat to meet internal, external needs

Editrevise for effectiveness, clarity,

readability

Writing Procedure “Prewrite”

determine audience and purposeperform research and analysis

Draftformat to meet internal, external needs

Editrevise for effectiveness, clarity,

readability

Collect the Data Context

Who is the audience? What is my purpose? What does the audience know?

Facts What do I know? Need to know?

Action What will this data be used for?

Writing Procedure Prewrite

determine audience and purposeperform research and analysis

Draftformat to meet internal, external needs

Editrevise for effectiveness, clarity,

readability

Data into Information Organization

How will this data be used? Do a Task: InstructionsStep one, step two, step three…. Understand a Concept: DescriptionBig picture; details Make a Decision: IssuesProblem, Cause, Solution, Cost

Writing Procedure “Prewrite”

determine audience and purposeperform research and analysis

Draftformat to meet internal, external needs

Editrevise for effectiveness, clarity,

readability

Editing Step One

evaluate content of document document responsive to context, situation? message clear to a “new” reader? beginning section provide accurate summary? body data valid and complete? supported by

examples or data? all the steps in the logic provided? headers accurately represent section content?

Has the data been turned into

the required information?

Editing Step Two

evaluate message format does it conform to requests and expectations? is it clean, crisp and professional looking? are address/signature details correct?

political? are layout elements lined up and consistent? do graphics support the message? are ideas presented in a reasonable, clear

order?

Does it look like a memo

?

Editing Step Three

evaluate writing style focus on an action or decision; active voice reader’s needs recognized; sales attitude tone assertive and straightforward; direct prose clear, concise and direct; no redundant

words or sentences not too informal, nor too bureaucratic and

wordy no inappropriate gender-specific language

Does the document sound “businesslike”?

Editing Step Four

proofread language use read sentences for complete logic check that all words are used correctly read words for spelling pairs scan for correct punctuation check key grammar areas insure that mood, tense, person are

consistent and logical

80-90% of errors are “stupid mistakes”