The Writing Process The writing process may be viewed as a three-step process: –Planning Who is...
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![Page 1: The Writing Process The writing process may be viewed as a three-step process: –Planning Who is your audience, what is your purpose, what do you want to.](https://reader036.fdocuments.net/reader036/viewer/2022083009/5697bfca1a28abf838ca971b/html5/thumbnails/1.jpg)
The Writing Process
• The writing process may be viewed as a three-step process:– Planning
• Who is your audience, what is your purpose, what do you want to convey?
– Writing• Organize your ideas, choose the direct or indirect approach, and • compose your message by deciding on formality of writing level and
tone, word selection, writing mechanics
– Completing• Revision, readability, editing, rewriting• Message format, design, and delivery• Message mechanics (proofreading, spelling, correct data)
![Page 2: The Writing Process The writing process may be viewed as a three-step process: –Planning Who is your audience, what is your purpose, what do you want to.](https://reader036.fdocuments.net/reader036/viewer/2022083009/5697bfca1a28abf838ca971b/html5/thumbnails/2.jpg)
General purpose of Writing
• To inform
• To persuade
• To collaborate
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Oral Communication Channel
• Face-to-face conversations
• Speeches
• Videotapes
• Voice mail
• Phone conversations
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Written Channels
• Letters
• Reports
• Faxes
• Flyers
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Advantages of oral and written communication
• Oral communication gives the opportunity for immediate feedback– Use oral communication when:
• You want the audience to ask questions, make comments• You are trying to reach a group decision• You are trying to relate and emotional message• You want to read the audience’s body language, hear the tone of their
response
• Written communication gives the ability to plan and control the message– Use written communication when:
• Your information is complex• You need a permanent record of the message• Your audience is large and geographically dispersed• You don’t need or want immediate interaction with your audience
![Page 6: The Writing Process The writing process may be viewed as a three-step process: –Planning Who is your audience, what is your purpose, what do you want to.](https://reader036.fdocuments.net/reader036/viewer/2022083009/5697bfca1a28abf838ca971b/html5/thumbnails/6.jpg)
The “You” Attitude
• To establish a good relationship with your audience, project the audience-centered approach by using the “you” attitude—speaking and writing in terms of your audiences wishes, interests, hopes, and preferences.
![Page 7: The Writing Process The writing process may be viewed as a three-step process: –Planning Who is your audience, what is your purpose, what do you want to.](https://reader036.fdocuments.net/reader036/viewer/2022083009/5697bfca1a28abf838ca971b/html5/thumbnails/7.jpg)
Adoption of the “You” Attitude
• Replace terms that refer to yourself and your company with terms that refer to the audience (use you, yours instead of I, me, we, us, ours)
• Avoid the word you when its use would be impolite or accusatory
• Sincerely and genuinely empathize with your audience
![Page 8: The Writing Process The writing process may be viewed as a three-step process: –Planning Who is your audience, what is your purpose, what do you want to.](https://reader036.fdocuments.net/reader036/viewer/2022083009/5697bfca1a28abf838ca971b/html5/thumbnails/8.jpg)
Style, anyone?
• Style is the way you use words to achieve a certain tone (the impression made by your words).
• To achieve a conversational tone– Avoid obsolete and pompous language
– Avoid intimacy
– Avoid humor
– Avoid preaching and bragging
– Strive for the right level of formality
– Use plain English whenever appropriate
![Page 9: The Writing Process The writing process may be viewed as a three-step process: –Planning Who is your audience, what is your purpose, what do you want to.](https://reader036.fdocuments.net/reader036/viewer/2022083009/5697bfca1a28abf838ca971b/html5/thumbnails/9.jpg)
Words, words, words• Denotative meaning• Connotative meaning• Abstract vs. concrete words• Cliches• Jargon• Euphemisms• Pet expressions• Biased expressions• Trite expressions• Sexist expressions• Redundant expressions
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Active voice vs Passive voice
• To achieve straightforward simplicity, clarity, and efficiency, be sure to:– Select active or passive voice– Emphasize key thoughts– Vary sentence length– Use bullets and lists
• Even though active voice yields shorter, stronger sentences, passive voice is best when:– You need to be diplomatic– You want to avoid taking or attributing the credit or the blame– You want to avoid personal pronouns to create an objective
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Readability
• Use of the Fog Index
• Elimination of ambiguous words
• Knowledge of writing level for targeted audience