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THE THREE PHASE BUSINESS WRITING Anissa R BRD2E (STEP 2: WRITING YOUR…
THE THREE PHASE BUSINESS WRITING
Anissa R BRD2E
Business Writing
Transmitting written messages and ideas to individuals involving the process of meaningful interaction.
Make sure business message is purposeful, persuasive, economical, audience oriented.
Three step of writing process:
Planning
Writing
Revising
STEP 1: PLANNING YOUR BUSINESS MESSAGES
Analyzing the Situation
Identifying your purpose
Select the communication channel (written or oral)
Anticipating the audience
Imagine what your reader is like by:
Profiling the audience
Responding to the profile (this will help with discovering the appropriate language level)
Adapting to the Task & Audience
Emphasizing audience benefit (better use action focus so audience benefit could be introduced)
Cultivating the "You" view (use your or yours in sentences instead of I, we, us, etc. But in some cases better avoid using 'you')
Developing Skillful Writing Technique
Project a warm, friendly tone that also sounds professional
2.Expressing yourself positively (use positive language)
Maintaining a courteous tone.
Use bias-free language (prevent gender, race, ethnicity, age, disability, etc)
Use appropriate language level and familiar words
Use precise expression
Make revisions
STEP 2: WRITING YOUR BUSINESS MESSAGES
Composing Messages
The first thing to do is do research. The research could be formal (literature study, internet, field research) or informal (informal survey, brainstorming, interacting with others)
Organizing Data to Show Relationship
Make scratch list and outline
Choose your strategy:
DIRECT - Main idea in the beginning
INDIRECT - Main idea later in the message
Constructing Effective Sentences
Using simple, compound, complex, and compound-complex sentences to achieve variety
Limit words to 20 or fewer/sentence
Avoid fragments, fused sentences, and comma-splice sentences to avoid loss of credibility
Improving Writing Techniques
Developing emphasis through mechanics(underline, italic, etc) or style (specific statement, labeling main idea, etc). De-emphasize bad news.
Use active or passive voice
Achieve parallel construction
Avoid dangling or misplaced modifiers
Drafting Powerful Paragraphs
Craft topic sentence
Develop supporting sentences
Build paragraphs that is coherent with each other
Paragraph length should not be too long
Composing the First Draft
Once you do all the steps mentioned, begin composing the first draft.
STEP 3: REVISING BUSINESS MESSAGES
Revising for Conciseness
Eliminate flabby expressions
Limit unnecessary introductory words
Drop unnecessary fillers (There is/are and It is/was)
Reduce redundancies
Revising Clarity
Eliminate trite business phrases
Avoid jargons and slang
Eliminate cliches
Revising for Vigor and Directness
Unbury verbs
Control exuberance
Choose clear and precise words
Designing Documents for Readability
Give spaces between text or graphics
Understand margins
Choose appropriate typefaces
Capitalization on type fonts and sizes
Use numbering and bullet list for quick comprehension
Add heading for visual impact