Introduction to

Business Writing

Lessons

• Lesson 1: Overview

• Lesson 2: What is good business writing?

• Lesson 3: Who are our readers?

• Lesson 4: Using structure effectively

• Lesson 5: Grammar and style

• Lesson 6: Using language effectively

Lesson 1: Overview

Module objectives

• Meet the needs of different types of readers

• Use structure and language effectively

• Avoid unnecessary risk in writing

• Adhere to corporate’s writing style

Lesson 1 summary

Questions?

Lesson 2: What is good business writing?

Lesson 2 objectives

• Identify the differences between clear and unclear writing

• Define the attributes of good business writing

• Explain the importance of good business writing

Activity 2.1: Which report on finding do you prefer?

Objective: To explore what good business writing is by comparing different types of writing

Time: 15 minutes

Directions:– Read both versions in PM 2.1, Activity 2.1: Which report on findings do you

prefer?– Determine the version you prefer– Work with your team to determine why you prefer the version

you selected and not the other– List your reasons for liking your preference and disliking the other

version on flip chart paper– Present your reasons to the class

Activity 2.2: Reviewing client feedback

Objective: To explore the impact of our writing on our clients

Time: 5 minutes

Directions:– Read PM 2.2, Activity 2.2: Reviewing client feedback —

client feedback letter– Reflect on what our clients want and expect from us as

writers

Why clear writing is important

• Our writing is one of our key activities and outputs

• We are more productive if we write efficiently

• When our writing focuses on our reader’s needs, we strengthen our brand and reputation

• Clear writing reflects on you personally

Lesson 2 summary

Questions?

Lesson 3: Who are our readers?

Lesson 3 objectives

• Identify the different types of readers

• Describe the needs of different readers

• Explain how to meet the needs of different readers

Preparing to write

Types of documents you might write

• Reports for clients • Emails and letters

– Internal– External

• Internal status reports • Descriptions of process flows• Management letters• Analytics• Findings • Recommendations• Manuals

Your role in writing these documents might include:

• Requesting, gathering and organizing information• Preparing arguments• Drafting sections of reports• Summarizing information• Interpreting/making assumptions from data and

writing some narrative about it• Formatting• Indexing• Cross-referencing• Proofreading

Think before you write. Ask yourself:

• Why am I writing?

• Who is my reader?

• What do I want my reader to know, feel and do?

“Meaning is not contained in words. In writing, meaning is contained in the response our words generate from our readers, rather than in the words themselves.”

— Achieving potential through words:

Our readers come first. Who are they?

Strategist Manager “Doer”

Activity 3.1: Writing for our readers

Objective: To consider the different types of readers of our documents and their needs

Time: 10 minutes

Directions:– You have been assigned a type of reader

– Think about the strategists/managers/”doers” in the organizations for which you work

• What is on their minds?– Issues, challenges, etc.

• What are they looking for in a report?

• What parts of a report are they most likely to be interested in?

• How can we meet their needs?

– Summarize your thoughts on a flip chart

Lesson 3 summary

Questions?

Lesson 4: Using structure effectively

Lesson 4 objectives

• Explain how effective writing helps strengthen your corporate’s brand and reputation

• Identify the six elements of effective writing

• Create a well-structured paragraph

Writing to strengthen our brand

The Achieving Potential principles

• Engage proactively

• Make the complex clear

• Integrate diverse perspectives

• Always ask “what is next?”

Clear writing

Six elements of clear writing

Elements

►Structure►Content►Language►Presentation►Navigation►Process

Purpose Reader

Structure is also important for clear writing

► What is the purpose of structure?► Provides a framework

► Gives form to thoughts

► Drives the narrative

Activity 4.1: Structuring paragraphs

Objective: To practice structuring paragraphs

Time: 15 minutes

Directions:– Work with your team to sort the sentences into two

paragraphs– Put the sentences in the correct order– Then put the paragraphs in the correct order– Tape them to your flip chart

Lesson 4 summary

Questions?

Lesson 5: Grammar and style

• Identify some of the grammatical errors people frequently make and how to correct them

• Correct text so it conforms to corporateglobal writing style

• Edit writing so it avoids exposing your corporate to unnecessary risk

Lesson 5 objectives

Activity 5.1: Spot the deliberate mistake

Objective: To spot and correct common mistakes in grammar and usage

Time: 15 minutes

Directions:– Refer to PM 5.1, Activity 5.1: Spot the deliberate mistake

– Work through the items in the document, adding the correct answers over the items provided, as if editing the copy

Corporate global writing style

Corporate global writing style

► Presents a consistent image globally

► corporate style guidance:► Achieving potential through words: corporate global writing and

style guide

► A brief guide to writing for corporate

Activity 5.2: Writing in corporateglobal style

Objective: To spot and correct text to meet corporate writing style

Time: 15 minutes

Directions:

– Refer to PM 5.3, Activity 5.2: Writing in corporate global style for detailed directions

– Work through the items in the document, correcting the items, as if editing the copy

– Refer to PM 5.2, A brief guide to writing for corporatefor help

– Be prepared to share the corporate writing style guideline you used tomake the corrections

Avoiding unnecessary risk in our writing

Our words can expose corporate to unnecessary risk

• Avoid language that may be difficult to prove in court• Ask yourself if you can offer substantive evidence of your

claim• Do not over-promise or lead a client to expect a result that

is greater than, or different from, what we expect to deliver• Avoid making promises — expressed or implied — of

certain outcomes, results or value• Avoid implying corporate will either take responsibility for

or implement suggested approaches, or make decisionsthat are the responsibility of client management

Activity 5.3: Reducing unnecessary risk in our writing

Objective: To practice using language in a way that protects corporate

Time: 20 minutes

Directions:– Work in pairs– Read through the statements in PM 5.5, Activity 5.3: Reducing

unnecessary risk in our writing– Look for any statements that you think would expose corporate to

unnecessary risk– Rewrite the statements to reduce the risk

Lesson 5 summary

Questions?

Lesson 6: Using language effectively

Lesson 6 objectives

• Identify ways to use language clearly and effectively within the context of our work

• Rewrite text so it is easier to read

Writing in clear English

The six rules of writing in clear English

• Write your verbs in the active, not passive, form

• Prefer verbs to nouns

• Use “you” and “we”

• Keep sentences short and simple in structure

• Use everyday words

• Remove redundant words

Active or passive verbs?

• What is the difference between a verb in the active voice and a verb in the passive voice?

Active verbs are more direct, more emphatic and more concise than passive verbs.

Active Passive

X won the contract.

The contract was won by X.

The love of nouns in business English

Post-operative complications reduction procedure alignment initiative

Nominalization

Try to turn the following nouns into verbs in your writing.

► Arrangement

► Attachment

► Calculation

► Consideration

► Consultation

► Decision

► Definition

► Demonstration

► Description

► Estimation

► Implementation

► Arrange

► Attach

► Calculate

► Consider

► Consult

► Decide

► Define

► Demonstrate

► Describe

► Estimate

► Implement

► Intention

► Management

► Modification

► Notification

► Production

► Recommendation

► Registration

► Requirement

► Revision

► Settlement

► Submission

► Intend

► Manage

► Modify

► Notify

► Produce

► Recommend

► Register

► Require

► Revise

► Settle

► Submit

Noun Noun VerbVerb

“You” and “we”

• Use “you” and “we.”

• It helps us connect with the reader.

• Example:

X Clients benefit from our service.

You benefit from our service.

Clear English alternatives

Simpler alternatives

• So

• Even if, despite, still, yet, but

• With

• As, because

• About, concerning

• Check, prove

• State, set, lay down

Complex words

► Accordingly

► Notwithstanding

► In conjunction with

► In view of the fact that

► With reference to

► Verify

► Stipulate

Unnecessary words and phrasesSimpler alternatives

• Finish

• Decide

• Close

• With

• Problem

• Expect

• Meet

• Study

• Point

Redundant words/phrases

► Completely finish

► Decide upon

► In close proximity

► In conjunction with

► Problem area

► Fully expect

► Meet with

► Study in depth

► Whole point

Clarifying jargon

Jargon

• Benchmarking

• Core message

• External challenge

• Framework

• Level playing field

• Partnership working

• Prioritization

• Slippage

Simpler alternatives

• Measuring

• Main point

• Outside pressures

• Guide

• All equal

• Working together

• Most important

• Delay

Activity 6.1: Writing in clear English

Objective: To practice writing in clear English

Time: 25 minutes

Directions:– Refer to PM 6.1, Activity 6.1: Writing in clear English – Work in pairs– Rewrite the sentences using the principles you have

learned.– Be prepared to share the corrections you make

Activity 6.2: Rewriting text in clear English

Objective: To practice applying the rules of clear English

Time: 15 minutes

Directions:– Refer to PM 6.2, Activity 6.2: Rewriting text in clear English

– Read the document

– Rewrite the text on a separate sheet of paper

The six rules of writing in clear English

• Write your verbs in the active, not passive, form

• Prefer verbs to nouns

• Use “you” and “we”

• Keep sentences short and simple in structure

• Use everyday words

• Remove redundant words

What is expected of writers at corporate?

What is expected of us as writers at corporate —a strategic view

• Writing in a way that reflects commercial awareness and takes into account risk and contractual obligations

• Making complex issues easy to understand

• Managing oneself effectively as a writer

• Using the right tone

• Getting the detail right, so that senior staff — whose time costs more — can concentrate on taking a strategic view

What is expected of us as writers at corporate — getting the detail right

• Clear, unambiguous writing

• Grammatical accuracy and consistency

• Good logical flow

• Helpful headings

• Correct formatting

• Lack of repetition and unnecessary words

Lesson 6 summary

Questions?

Reflections on learning

Reflections on learning

• What are the two key things you learned that have had the greatest impact on you today?

• How will you apply what you learned to your work?

Module close