Transcript Business Writing
BUSINESS WRITING SKILLS
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
The quality of your relationships and results will be determined by the quality and quantity of your communication with other people.
Ronnie Morris Central Area Vice President Coca-Cola Bottling Company of North Texas
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
ELECTRONIC WRITING
Blessing
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Faster
–
Simpler
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Spelling/grammar checkers
Curse
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Faster
–
Simpler
–
Spelling/grammar checkers
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
ELECTRONIC WRITING
Americans becoming dependent on computers for literacy
Working vocabulary of average 14-year-old dropped from 25,000 to 10,000 words over past 50 years
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
ELECTRONIC WRITING
"As technology improves and expands, literacy declines. With e-mail, writing just keeps deteriorating. People say, 'Get computers in schools,' [but] we have children who can't read and write and speak." Lynn Agress Founder of Business Writing at Its Best
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
IT’S A MATCHING GAME
Avoid impersonal writing, such as e mail and notes, for “heavy” messages.
Deliver “bombs” in person, if possible. Otherwise, use formal communications such as letters.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
REMEMBER
In emotional situations ...
The more emotional the message, the more personal the medium
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High emotion: In person (assess & adapt)
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Medium emotion: Handwritten letter (careful choice of words, paper, ink)
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Low emotion: Typed letter (careful choice of words, paper, formatting)
STOP and THINK before communicating
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
REMEMBER
Concerning office e-mail ...
Informal/impersonal
Research says: Visit or phone call often is better for your image
Spell-check, edit, proofread
Avoid anything nearing “off-color”
E-mail belongs to your employer!
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
REMEMBER
Regarding the last word ...
You don’t always have to have it.
It can do your career more harm than good.
Pick your communication medium carefully.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
B
USINESS
T
HAT
H
ITS
W
RITING THE
T
ARGET
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
TRIVIA QUIZ
ANSWER What report gets better reaction: 3-page or 10-page?
It depends.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
TRIVIA QUIZ
ANSWER Maximum meat/Minimum fat Attention to detail
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
TRIVIA QUIZ
ANSWER What’s the key to effective Effective editing document organization and meat/fat ratio?
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
TRIVIA QUIZ
ANSWER What’s the key to detail-oriented writing?
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
WHY IS WRITING SO HARD?
Language idiosyncrasies: The bandage was wound around the wound. The farm was used to produce produce. The dump was so full that it had to refuse more refuse. We must polish the Polish furniture. He could lead if he would get the lead out. The soldier decided to desert his dessert in the desert. Since there is no time like the present, he thought it was time to present the present.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
WHY IS WRITING SO HARD?
A bass was painted on the head of the bass drum. When shot at, the dove dove into the bushes. I did not object to the object. The insurance was invalid for the invalid. There was a row among the oarsmen about how to row. They were too close to the door to close it. The buck does funny things when the does are present.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
WHY IS WRITING SO HARD?
A seamstress and a sewer fell down into a sewer line.
To help with planting, the farmer taught his sow to sow. The wind was too strong to wind the sail. After a number of injections my jaw got number. Upon seeing the tear in the painting I shed a tear. I had to subject the subject to a series of tests. How can I intimate this to my most intimate friend?
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
LET'S FACE IT
“English is a crazy language! English was invented by people, not computers, and it reflects the creativity of the human race (which, of course, isn't a race at all). That is why, when the stars are out, they are visible, but when the lights are out, they are invisible.” Author Unknown
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
COMMON WEAKNESSES
Wordiness
Technical jargon
Basic language problems
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
REMEMBER
On the written page, being clear and concise is more important than being impressive, brilliant, literary, or academic.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
BUSINESS WRITING TIPS
Know audiences’ preferences
Be adaptable
Use reference materials
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
BUSINESS WRITING STYLE
Recommended for Neeley students Franklin Covey’s
Style Guide
For Business and Technical Communication
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
WORD TO THE WISE
Memorize most troublesome rules
For most people, those include …
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Apostrophes
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Hyphenated words
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Semi-colons
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Dashes
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Rule-breaker rules
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
PRACTICAL MATTERS
Professors/boss preferences
Time issues
Stress issues
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
EXECUTIVE SUMMARY
Most important part of document Last piece of document created VERY short Introduction/body/conclusion Enough detail to reflect content Concise and complete enough
(even if full document never is read) Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
EXECUTIVE SUMMARY
Comprehensive restatement of …
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Purpose
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Scope
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Conclusions
•
Results
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Recommendations
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
EXECUTIVE SUMMARY
No new information Use transitional words/phrases Follow organization of document
Do not
– – – – –
Tables Figures refer to document’s … Appendices References Other explanatory materials
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
EFFECTIVE WRITING
Determine best uses of technology
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Software skills
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Attachments to be shared via e-mail
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How far to trust technology
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
WRITING SCHEDULE
Establish absolute deadlines
Meet deadlines on schedule
Work backwards from project due date to set working due-dates
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
THINK IN REVERSE
Finalized document due on ________
Proofreading due on ________
Final draft due on ________
Editing #2 due on ________
Revision due on ________
Editing #1 due on ________
Rewrite due on ________
First draft due on ________
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
WHY IS DRAFTING SO HARD?
We don’t write the way we speak.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
FIRST DRAFT
Center on subject and substance DON’T worry about editing and proofing —yet BUT, don’t neglect editing and proofing or you get the OOPS factor …
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
“OOPS!” FACTOR
Fyrst, lern ta spel!
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
“OOPS!” FACTOR
Suppose attendance will drop?
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
“OOPS!” FACTOR
So much for the secret.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
“OOPS!” FACTOR
New product offering?
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
“OOPS!” FACTOR
Talk about oxymorons!
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
“OOPS!” FACTOR
Care to check in?
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
PICTURE LESSONS
Writing should be this clear.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
PICTURE LESSONS
Consider readers’ perspectives
Plan ahead
Edit carefully
Proofread carefully
Have someone else read it
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
E
DITING &
P B
ROOFREADING IN USINESS
S
ETTINGS
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
EDITING RULES
(& PRACTICE) unnecessary.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
EDITING
Split Infinitives
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A split infinitive consists of the function word
to
, followed by an adverb (usually an -ly adverb), followed by an infinitive: to happily
conclude, to weakly demur, to needlessly suffer.
•
The driver is instructed to periodically check the oil level. (split infinitive)
•
The driver is instructed periodically to check the oil level.
•
The driver is instructed to check the oil level periodically.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
Star Trek
:
"to boldly go where no man has gone before.“
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Here, the presence of the adverb boldly between the parts of the infinitive, to and go, creates a split infinitive. The construction can often be avoided by placing the intervening words after the verb or before the to marker:
"to go boldly where no man has gone before" "boldly to go where no man has gone before."
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
EDITING
Spell out all…
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Uncommon symbols
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Abbreviations
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Acronyms
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
EDITING
Focus on content and meaning
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Facts/analysis/recommendations
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Numbers and charts
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Structure and organization
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Sentence/phrase interpretation
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Consistency
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
EDITING TIPS
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
ACTIVE VOICE
In sentences written in active voice, the subject performs the action expressed in the verb; the subject acts.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
PASSIVE VOICE
In sentences written in passive voice, the subject receives the action expressed in the verb; the subject is acted upon. The agent performing the action may appear in a "by the . . ."
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
WHY IS EDITING SO HARD?
We don’t write the way we speak.
Most business writing is too verbose.
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Active voice helps
•
Style Guide —“Wordy Phrases”
(p. 348 in Covey’s
Style Guide)
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
EDITING PRACTICE
Short-term planning is foremost in the prioritization of the planning loop.
Writing Coach’s suggested change: Short-term planning comes first.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
EDITING PRACTICE
It is recommended that a legal action against a foreign company for the profit under contention would not be a wise move.
Writing Coach’s suggested change: Suing a foreign company for this amount of money is unwise.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
EDITING PRACTICE
It is Sabrina’s proposal for the adoption of the employee profile software by the personnel department. This software provides assistance in the selection of new employees.
Writing Coach’s suggested change: Sabrina proposes that the personnel department adopt employee profile software for new-employee selection.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
EDITING PRACTICE
At the previous meeting, a new organizational plan was selected by the executive committee and a new budget also was adopted by the committee.
Writing Coach’s suggested change: At the previous meeting, the executive committee selected a new organizational plan and adopted a new budget.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
PROOFREADING
Focus on format and usage
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Appearance on page
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Spelling, grammar, typographical errors
•
Electronic checks (be careful!)
•
Physical check of printed copy
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Usage errors
•
Language confusion
•
Capitalization and punctuation
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
SPELL CHECK
(& PROOFREADING PRACTICE) Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
PROOFREADING TIPS
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
WHY IS PROOFING SO HARD?
Read in unison… Aoccdrnig to rscheearch at Cmabrigde Uinervtisy, it deosn't mttaer in waht oredr the ltteers in a wrod are, the olny iprmoetnt tihng is taht the frist and lsat ltteer be at the rghit pclae. The rset can be a total mses and you can sitll raed it wouthit porbelm. Tihs is bcuseae the huamn mnid deos not raed ervey lteter by istlef, but the wrod as a wlohe.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
AND NOW, THE LAST WORD…
Every time you write, at every phase of the process
(drafting/editing/proofreading),
consider:
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Purpose of the communication
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Medium and its effects
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Possible audience interpretations
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
PROOFREADING PRACTICE
The nurse and herpatient discussed her plans for the future.
Writing Coach’s suggested change: The nurse and her # patient discussed the patient’s plans for the future.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
PROOFREADING PRACTICE
Don enjoys chemistry and he has always wanted to be a chemist. Writing Coach’s suggested change: Don enjoys chemistry and always wanted to be a chemist.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
PROOFREADING PRACTICE
In the land of Nod no one wears cloths.
Writing Coach’s suggested change: In the land of Nod , no one wears cloth e s.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
PROOFREADING PRACTICE
Due to incriminating circumstances, the judge decided to dismiss the charges. Writing Coach’s suggested change: Due to extenu ating circumstances, the judge decided to dismiss the charges.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
PROOFREADING PRACTICE
The tourism industry is becoming saturated, and should not grow at it’s past rate. Writing Coach’s suggested change: The tourism industry is becoming saturated, and should not grow at its past rate.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
PROOFREADING PRACTICE
I have been wrong by so many of my so called friends. Writing Coach’s suggested change: I have been wrong ed by so many of my so-called friends.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
HOW EMBARRASSING!
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
P
OLISHING
Y
OUR
B
USINESS
C
OMMUNICATION
I
MAGE
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield