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“Put it before them briefly so they will read it, clearly so they will appreciate it, picturesquely so they will remember it, and above all, accurately so they will be guided by its light.” – Joseph Pulitzer
The Writing Process
http://www.linkedin.com/in/allenvalentine
About.com: Quotations . (N.D). Quotes About Writing. Retrieved June 02, 2010 from http://quotations.about.com/cs/inspirationquotes/a/Writing2.htm
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Overview
The Writing Process Guffey, M. E. (2010). Essentials of Business Communications (8th Ed). Mason, OH: South-
Western Cengage Learning
The Writing Process Defines a three phased approach to
developing a business communication
Guides the author to carefully plan, research and revise the message
Encourages repetition of any or all phases as necessary
Three Phases of the Writing Process
Prewriting
Writing
Revising
Phase 1
Phase 2
Phase 3
Prewriting
The Writing Process Guffey, M. E. (2010). Essentials of Business Communications (8th Ed). Mason, OH: South-
Western Cengage Learning
• Analyzing• Anticipating• Adapting
Prewriting
Analyzing the Purpose & Channel Define what do you hope to achieve with your
message
Select the best communication channel
Consider:• Message importance• Interactivity needed• Cost• Level of formality desired• Sensitivity and need of a permanent record
Video conference
Phone call
Face to face
Instant Message
Memo
Blog
Wiki
Letter
Report
Voice mail
Prewriting
The Writing Process Guffey, M. E. (2010). Essentials of Business Communications (8th Ed). Mason, OH: South-
Western Cengage Learning
• Analyzing• Anticipating• Adapting
Prewriting
Anticipate and Adapt to the Audience
Try and visualize your primary and secondary listener or reader
Profiling your audience helps identify the right tone, language and channel for your message
Create a positive, audience focused tone
• Be empathetic to your audience needs
• Highlight audience benefits• Focus on the “You” view, not “I/We” view• Use professional and courteous language • Use inclusive (common gender) language
I want input for my decision by the end of the week.
Your input will be valuable for our decision this week.
Writing
The Writing Process Guffey, M. E. (2010). Essentials of Business Communications (8th Ed). Mason, OH: South-
Western Cengage Learning
Research and Organize your message
Collect information for your message through research
Utilize formal and informal research methods to compose an accurate and informing message
Group and pattern your information
• Create an outline with your main topic and key points
• Avoid information overlap in your sub topics• Refer to your audience analysis for pattern:
• Direct Pattern (key thought expressed early / audience pleased, interested)
• Indirect Pattern (key thought expressed later / audience is unwilling, hostile)
• Researching• Organizing• Composing
Writing
Direct Pattern~~ ~
Good news ~~~~~~~~ ~~ ~~~ ~ ~~~ ~~ ~ ~~~ ~~~ ~~ ~~~~~ ~~
~~ ~~~~~ ~~Indirect Pattern
~~~~~~~~ ~~ ~~~ ~ ~~~ ~~ ~ ~~~ ~~~ ~~ ~~~~~ ~~
~~ ~~~~~ ~~ ~~~ ~~ ~~~
Bad news ~~~~ ~~~~ ~~ ~~~ ~~~
Writing
The Writing Process Guffey, M. E. (2010). Essentials of Business Communications (8th Ed). Mason, OH: South-
Western Cengage Learning
Compose your first draft Writing interesting content involves:
• Varying among simple, compound & complex sentences
• Leveraging techniques for emphasis• Achieving parallelism• Building powerful and coherent paragraphs
• Researching• Organizing• Composing
Writing
Write freely and quickly, with little attention to refinement. Your message will not be perfect the first time.
“I'm not a very good writer, but I'm an excellent rewriter.” ~James Michener
Quote Garden. (N.D). Quotes About Writing. Retrieved June 09, 2010 from http://www.quotegarden.com/writing.html
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Revising
The Writing Process Guffey, M. E. (2010). Essentials of Business Communications (8th Ed). Mason, OH: South-
Western Cengage Learning
Evaluate and edit a message that is:
Concise• Make the same point with less words• Remove flabby sentences• Eliminate redundancy
Clear
• Drop trite expressions like “pursuant to your request”
• Don’t use insider jargon and slang• Avoid clichés
Vigorous• Be direct• Avoid excessive exuberance• Be precise
• Revising• Proofreading
Revising
“We really hit a homerun with this account.”
Revising
The Writing Process Guffey, M. E. (2010). Essentials of Business Communications (8th Ed). Mason, OH: South-
Western Cengage Learning
Proofread after content and form are settled
Problem Areas:• Spelling• Grammar• Punctuation• Names and numbers• Formatting
Tips
• Allow plenty of time for proofreading
• Don’t rely exclusively on spell check• Have your message read aloud
• Revising• Proofreading
Revising
The Writing Process
The Writing Process Guffey, M. E. (2010). Essentials of Business Communications (8th Ed). Mason, OH: South-
Western Cengage Learning
• Analyzing• Anticipating• Adapting
Prewriting
• Researching• Organizing• Composing
Writing • Revising• Proofreading
Revising
Writers are encouraged to repeat phases as necessary
