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Planning Business

Messages

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The 3 Step Writing Process

1. Planning

2. Writing1. Drafting

2. Revising

3. Formatting

3. Completing

1. Proofreading

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1. Planning - Brainstorming

Jot down ideas, facts, possible leads

Quantity not quality

Don¶t evaluate your output until you and

your group have finished the process

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1. Planning - Outlining

Basic outline formatI. Introduction

 A. Purpose and Scope

1.

B. Procedures

II. Findings

 A.

B.

III. Summary, conclusions, and recommendations

 A.

1.

IV. Appendix

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1. Planning

 Analyze - Know your audience; how will

they react; what does the audience

already know; wh

at is unique about th

eaudience

Brainstorm ± mind mapping

Organize - outline

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 Profile Your AudienceProfile Your Audience

 Decision Makers

and Key People

 Overall Size

of Audience

Overall

Composition

 Level of Understanding

Expectationsand Preferences

ProbableReaction

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Writer¶s Block

Procrastination

Impatience

Perfectionism

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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

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2 Writing - Revising

Revising is the process of modifying a

document to increase its effectiveness.

Includes revising for content, style, and

correctness.

Put away the draft for a period of time.

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2 ± Writing - 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 pointseffective?

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2 Writing - Revising for Style

Clear 

Concise

CorrectComplete

Considerate

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3 Proofread- Revising for 

Correctness

Grammar 

Spelling

PunctuationWord Usage

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Effective Business

Effective BusinessWritingWriting

PurposefulPurposefulPurposefulPurposeful ConciseConciseConciseConcise Audience Audience--

CenteredCentered

 Audience Audience--

CenteredCentered

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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

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Creating You-Attitude

Focus not on what you do for the readerbut on what the reader receives or can do

Refer to the readers request or order

specificallyDont talk about your own feelings unless

youre sure the reader wants to know how

you feel

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The ³You´ Attitude

Instead of This Use This

To help us process this order,

we must ask for another copy of the requisition.

So that your order can be filled

promptly, please send another copy of the requisition.

 You should never use that type

of paper in the copy machine.

That type of paper doesn¶t work

very well in the copy machine.

Instead of This Use This

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Stressing reader benefits

� You can avoid the additional expense of a

2% late charge by paying your bill on time.

� You can obtain a refund any time between 9a.m. and 5 p.m. except when the office is

closed for lunch from 1 p.m. to 2 p.m.

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Stress the ³you´ attitude.

Not: We are opening t

he new fitness center onMay 1st.

But:Y

ou may begin working out in the newfitness center on May 1st.

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Emphasize the Positive

Instead of This Use This

Cheap Merchandise

Toilet Paper

Used Cars

High-Calorie FoodElderly Person

Pimples and Zits

Bargain Prices

Bathroom Tissue

Resale Cars

High-Energy FoodSenior Citizen

Complexion Problems

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Bias-FreeLanguage

GenderGender Race orRace orEthnicityEthnicity

 Age Bias Age BiasDisabilityDisability

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 Avoid gender bias.

� Use neutral job titles.

� Avoid language that implies gender.

� Avoid demeaning or stereotypical terms.

� Use parallel language.

� Use appropriate personal titles and

salutations.

� Avoid using he as a generic pronoun.

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Use nondiscriminatory

language.

When making the table arrangements for the

president¶s luncheon, be sure to seat Arlene Kelly

next to Mr. Jameson, our new African-American

salesman from Philadelphia. Also, remember that

Mr. Little is confined to a wheelchair and should be

seated on the main level. The other executives andtheir wives may be seated in any order.