Planning Business Messages

The 3 Step Writing Process
1. Planning 2. Writing
1. Drafting 2. Revising 3. Formatting

3. Completing
1. Proofreading

possible leads  Quantity not quality  Don¶t evaluate your output until you and your group have finished the process .1. Planning . facts.Brainstorming  Jot down ideas.

Outlining Basic outline format I. Purpose and Scope 1. Summary.  B. 1. IV.1. and recommendations A. conclusions. Introduction A. Findings  A. Appendix . III. Planning . B. Procedures II.

Planning  Analyze . what does the audience already know.outline . how will they react. what is unique about the audience  Brainstorm ± mind mapping  Organize .1.Know your audience.

Profile Your Audience Decision Makers and Key People Overall Size of Audience Overall Composition Level of Understanding Expectations and Preferences Probable Reaction .

Writer¶s Block  Procrastination  Impatience  Perfectionism .

Overcoming Writer¶s Block  Choose the right environment  Schedule a reasonable block of time  State your purpose in writing  Engage in free writing  Avoid the perfectionist syndrome  Think out loud  Write the easiest parts first .

style.Revising  Revising is the process of modifying a document to increase its effectiveness.  Put away the draft for a period of time.2 Writing . and correctness.  Includes revising for content. .

Revising for Content  Is the content appropriate for the purpose I¶ve identified?  Will the purpose of the message be clear to the reader?  Is all the information necessary?  Is the order of presentation of the points effective? .2 ± Writing .

2 Writing .Revising for Style  Clear  Concise  Correct  Complete  Considerate .

3 Proofread.Revising for Correctness  Grammar  Spelling  Punctuation  Word Usage .

Effective Business Writing Purposeful AudienceAudienceCentered Concise .

You Attitude ‡ What is You-Attitude? ‡ Style of writing that looks at things from reader¶s perspective ‡ Emphasizes what reader wants to know ‡ Respects reader¶s intelligence ‡ Protects the reader¶s ego .

Creating You-Attitude Focus not on what you do for the reader but on what the reader receives or can do Refer to the reader s request or order specifically Don t talk about your own feelings unless you re sure the reader wants to know how you feel .

Use This So that your order can be filled promptly. please send another copy of the requisition. Instead of This You should never use that type of paper in the copy machine. Use This That type of paper doesn¶t work very well in the copy machine. we must ask for another copy of the requisition. .The ³You´ Attitude Instead of This To help us process this order.

m. and 5 p. ‡ You can obtain a refund any time between 9 a.Stressing reader benefits ‡ You can avoid the additional expense of a 2% late charge by paying your bill on time. .m. to 2 p. except when the office is closed for lunch from 1 p.m.m.

Stress the ³you´ attitude. But: You may begin working out in the new fitness center on May 1st. . Not: We are opening the new fitness center on May 1st.

Emphasize the Positive Instead of This Cheap Merchandise Toilet Paper Used Cars High-Calorie Food Elderly Person Pimples and Zits Use This Bargain Prices Bathroom Tissue Resale Cars High-Energy Food Senior Citizen Complexion Problems .

Gender Race or Ethnicity Bias-Free Language Disability Age Bias .

‡ Avoid using he as a generic pronoun. Use appropriate personal titles and salutations. Avoid demeaning or stereotypical terms. .Avoid gender bias. Use parallel language. ‡ ‡ ‡ ‡ ‡ Use neutral job titles. Avoid language that implies gender.

Also. be sure to seat Arlene Kelly next to Mr. . remember that Mr. Little is confined to a wheelchair and should be seated on the main level.Use nondiscriminatory language. When making the table arrangements for the president¶s luncheon. Jameson. our new African-American salesman from Philadelphia. The other executives and their wives may be seated in any order.

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