Business Writing And The Writing Process

Prepared by:

Bishwo DCSharvan

Chaudhary

Anish Shrestha

Sharvan Anish Bishwo

Introduction Modes Of

Persuasion

Methods And

Principles For

Structuring

Information

Principles of clear

writing

Spider Diagram and

Mind Maps

The Pyramid

Principle

Invention Composition Revision

Introduction

• The term business writing refers to memorandums, reports, proposals,

emails, and other forms of writing used in organizations to communicate

with internal or external audiences.

• Business writers write to get work done.

Two Primary Questions To Ask Every Time We Begin A

Business Document:

• Who is my reader?

• What do I want my reader to know or do?

Differences Academic Writing

• Students write because their

instructors require them to write.

Instructors design the assignments.

• They write to learn and to

demonstrate what they know.

• They often write for one reader,

their instructor.

Business Writing

• Business Writers write either at their

own initiative or because someone

in the organization expects them to

write.

• They write to make things happen.

• They often write for large and

complex groups of people.

Cont’d………..

Academic Writing

• They write exams, essays,

journals, term papers, oral

reports, etc.

• They use MLA and APA style of

documentation.

• Design: 1" margins all around,

double-spaced, 12 font size, with

page numbers and a title.

Business Writing

• They write memos, letters, reports,

performance evaluations, business

plans ,etc.

• They commonly paraphrase, quote,

and boilerplate text from others

within their same organizations

without any documentation.

• Design: much white space, headings

and subheadings, information on

bullet, visual information as graphs,

logos, charts and pictures.

• Anthropology - use Chicago

• Art History - use Chicago or Turabian

• Arts Management - use Chicago

• Biology - use CSE

• Business - use APA, Chicago or Harvard

• Chemistry - use ACS

• Communications - use MLA

• Computing Science - use Chicago

• Education - use APA

• History - use Chicago or Turabian

• Journalism - use AP or APA

• Religion - use MLA or Chicago

• Law & Legal Studies - use Bluebook, Maroonbook or ALWD

• Linguistics - use APA, MLA or LSA

• Literature - use MLA

• Mathematics - use AMS

• Medicine - use AMA or NLM

• Music - use Turabian or Chicago

• Philosophy - use MLA or Chicago

• Physics - use AIP

• Political Science – APSA

• Psychology - use APA

• Sociology - use ASA

• Theater - use MLA or Chicago

Principles Of Clear Writing• Clarity:

Put the main idea or message first.

• Simplicity:

Keep jargon and other specialized or technical language out of your

content. It should be written in a lucid (easy) language so that it is

clear to the receiver.

• Brevity:

Keep words, sentences and paragraphs brief but complete in the

content.

Cont’d……….

• Humanity:

“write like you talk” means to write conversationally, connect with your reader, appeal to their emotions – basically be human!

• Logic:

Something has to come first, something has to go last, and several things usually end up in the middle, one after another, in a logical sequence.

Invention • Starting point of the writing process.

• It is the process of coming up with game plan and ideas for the

writing assignment.

• For generating ideas, “Do not think about the assignment globally:

Think locally.”

Strategies used to generate ideas:

I. Questions

II. Free writing and Brainstorming

III. Mapping and Clustering

IV. Keeping a writer’s journal

Modes Of Persuasion( Ethos, Pathos, and Logos are modes of persuasion used to

convince audiences. )

• Ethos:

Ethos or the ethical appeal, means to convince an audience of the

author’s credibility or character.

• Pathos:

Pathos or the emotional appeal, means to persuade an audience

by appealing to their emotions.

• Logos:

Logos or the appeal to logic, means to convince an audience by

use of logic or reason.

Spider Diagram and Mind Maps

Spider Diagram:

• It is widely used for planning or creating ideas in neat and clearly structured layouts.

• It starts with a central idea and branches out like the legs of a spider.

• It has a hierarchical structure and a lot of phrases and sentences.

• It rarely uses color and images.

Mind maps:

• It is a graphical representation of ideas or topics in a radial, non-linear manner.

• Major ideas are connected directly to the central concept and other ideas branch out from them.

• It uses color, single keywords and the hierarchy of the ideas.

Spider Diagram

Mind Mapping

Composition

It is the second stage of the writing process during which a

writer organizes information and ideas into sentences and

paragraphs.

Steps of composing:

• Conducting research

• Narrowing the topic

• Developing the thesis

• Organizing ideas to support the thesis

• Writing the first draft

Methods and principles for structuring information

• Chunking:

( Breaking of text into smaller chunks of information. )

Techniques Of Chunking:-

I. Headings

II. White space

III.Rules

IV.Section

Cont’d……….

• Ordering:

Arranging information in a way that makes sense.

• Sign-posting:

Offering clues and signals the way the information is structured.

Angle or focus of the discussion or argument about topic.

The Pyramid Principle

• By Barbara Minto, an MBA graduate from the Harvard Business

School.

• Concept: It says that your thinking will be easy for a reader to

grasp if you present the ideas organized as a pyramid under a

single point.

Rules:

• Ideas must be summaries of ideas group

• Ideas must be of same kind in each group

• Logically ordered and first step to put the problem and second to

build a case to solve it.

Revision • Revision is the final component of the writing process.

• We review, modify, and reorganize the work by rearranging, adding,

or deleting content, and by making the tone, style, and content

appropriate for the intended audience.

Steps of Revision

Reviewing Proofreading

Cont’d……

Reviewing:

• It is revising the paper on the idea-level. Literally, it is re-seeing

the argument of the paper.

Reviewing strategies:

• Refocusing

• Reordering

• Adding and

• Cutting ideas, sentences, and , sometimes paragraphs

Cont’d…..

Proofreading:

• Proofreading involves checking for grammatical, spelling, and

mechanical errors.

• Often typos, spelling errors, and sentences structure problems can be

caught this way.

• Proofreading is often made easier by the use of colored ink, bracketed

or parenthetical notations, or proofreading symbols for identification

and correction.

Thank You for listening!!!

Any Queries?Or Feedbacks?