University:
Kentucky State University
Course:
BUA 204 | Business Communication
Academic year:

2019
Views:

142

Pages:

30
Author:

Hundebuchesn

Writing-Part 1 Lecture 2 1 Stages of writing 1. 2. 3. 4. 5. Prewriting Drafting Revision and Editing Proofreading Publishing 2 Prewriting 1. Gather ideas before writing. 2. Includes clustering, listing, brainstorming, mapping, free writing, and charting. 3. Develop ideas on a topic will increase chances for success. 3 Common Prewriting Strategies 1. 2. 3. Keep an idea book so you can put down ideas that come to mind. Write in a daily journal. Free writing: Write down whatever comes to mind; do not stop to make corrections or interrupt the flow of ideas. • Focused Free Writing: 1. Writing on a speciﬁc topic to prepare for an essay. 2. Brainstorming 3. Ask questions: Who, What, Where, When, and How? Approach a topic from several perspectives. 4. Create a visual map on paper to gather ideas; cluster circles and lines to show connections between ideas. 5. Observe details of sight, hearing, taste, touch, and smell. 6. Visualize by making mental images of something and write down the details in a list. 4 Brainstorming 1. Making a list of all ideas connected with the topic of writing. 2. Works best when minds work freely. 3. List is analyzed to see if a pattern or a way to group the ideas emerges. 5 Drafting 1. Writing Introductions 2. Writing the body 3. Writing Conclusions 6 Writing Introductions Should be written last - until the body of the paper has been determined, the thesis as well as its development -- it is difficult to make strategic decisions regarding the intro. Lets the reader know what the purpose of the writing is and it can condition the audience to be receptive to what the writer wants to say. It can be very brief or can take up a large percentage of the total word count. We must first know what we are going to say, who the readership is likely to be, what the social, political, and/or economic climate is, what preconceived notions the audience is likely to have regarding the subject, and how long the body is going to be. 7 Introducing a topic ✔ Show that the subject is important ✔ Show that although the points being presented may seem improbable, they are true ✔ Show that the subject has been neglected, misunderstood, or misrepresented in the past ✔ Explain an unusual mode of development ✔ Avoid any misconceptions of the purpose ✔ Apologize for a deficiency ✔ Arouse interest in the subject ✔ Communicate efficiently with the readership ✔ Establish one's own credibility 8 Thesis • The point or purpose of the paper. • May open the body of the discussion or it may conclude the discussion. • Should be deliberate if it is to serve the purpose of leading the reader into the discussion. 9 Writing Conclusions 1. It is easier to write after decisions regarding introduction have been made. 2. Inspire the reader with a favorable opinion of the writer 3. Amplify the force of the points made in the body of the paper 4. Reinforce the points made in the body 5. Arouse appropriate emotions in the reader 6. Restate in a summary way what has been said in the paper 7. Can be short or long depending on its purpose in the paper. 8. Most commonly used/effective form is recapitulation (summary). 10 Recapitulation ▪ A brief restatement of the main points or thesis. ▪ The most common form of eﬀective conclusions. ▪ Example: Closing argument in a court trial. 11 Revision • The most importing step for the writer in the writing process. • Examining your work and make changes in wording, details, and ideas. • Making substantial changes to a written draft. Editing: Continues to make changes to a draft, however the changes made during this process do more to enhance the ideas in the draft, rather than change or alter them. 12 Proofreading • The stage where grammatical, mechanical, punctuation and technical errors are addressed. • Don't use grammar as an isolation segment, but in the context of the writing process. • Read the writing and check for specific errors such as whether or not every sentence starts with a capital letter and has the correct punctuation at the end. • Use a proofreading checklist to guide you as you edit work. 13 • Publishing: ✔ Distribution of your work to be seen by others 14 Five keys to effective writing: • • • • • Put the reader first Use simple words and short sentences Use jargon only when necessary Write with verbs and nouns Format to improve readability 15 Key number 1: Put the reader first: • • • • • Communication = understanding Write to express not Impress Use words readers can picture Tie in to the reader’s experience WIIFM – What’s in it for me 16 Key number 2: Use simple words and short sentences: Example 1: • Per our conversation, I am enclosing herewith a remittance of $25 for the balance due on my account. (18 words) • As we discussed, here is the $25 remaining on my account. (11 words) • Here is the $25 remaining on my account. (8 words) Example 2: • As pertaining to the question of whether or not to construct a new storage facility, corporate management will ascertain the appropriateness of such an issue in the near future. • Management will decide next week whether to build a new storage facility. 17 Note: Avoid wordy prepositional phrases Examples: • • • • • In the amount of (for) In order to (to) Due to the fact that (because) In the event that (if) During the time that (when, while) 18 Key number 3: • Use jargon only when necessary ✔ What is jargon? EXAMPLES: • The new FMIS system from Global provides VOR/DME nav redundancy, as well as enhanced GPS capability. • Global's new flight management system provides several ways to navigate your airplane, including the latest in satellite navigation. • While the new ST7000 provides extensive memory and is extremely user compatible, it lacks the requisite capacity for calculating at a high rate of speed. • Our computer system is easy to use and has enough memory, but it is too slow. 19 Key number 4: Write with verbs and nouns Use the active voice When it is okay to use passive voice Examples: • The company sells insurance. • Not: Insurance is sold by the company. • The construction crew repaired the road. • Not: The road was repaired by the construction company. • Tests showed the new material did not wear well. • Not: When tests were run, it was discovered that good wear is not exhibited by the new material. 20 Note: Choose the right verb and the right noun Example: • Mr. Johnson ran quickly across the four-lane street, almost falling down when he stepped in a large hole in the concrete. (22 words) • Mr. Johnson sprinted across the boulevard, stumbling when he stepped in a pothole. (13 words) 21 Key number 5: Format document to improve readability • Use lists, bullets, charts, tables, indents, italics, bolds, headings and subheadings • The 100-word rule: is a rule that can be applied to a person who talks too much. This rule allows them to only speak 100 words in a given time period. The 100 Word Rule can also be used on a person who constantly disagrees with everyone's point of view, where it would be used to limit the amount of arguing that person can do. The punishment for breaking the 100 Word Rule is 25 punches for every extra word over 100. 22 Plan, Organize, Write 1. Before you begin • Who is the audience (“My audience is _________.”) • Purpose of the message (“My purpose is________.” • How will the reader use the information (“So that the reader will________.”) 2. As you begin • Assemble all useful information • Determine what’s important • Choose what to leave out • Group information logically 23 Plan, Organize, Write • Four ways to organize • Division • Compare/contrast • Cause/effect • Problem-analysis solution 24 Division • Start with main idea, then discuss the parts • Example: • ACME Corporation faces four problems that threaten its competitiveness: • Outdated marketing plan • Poor service record • High prices • Low Morale 25 Compare/Contrast • Use familiar to explain unfamiliar • Put the conclusion up front • Example: • If we expand in the West we will face the same challenges as we did in expanding to the South: • Lack of identity • Poor distribution • Short p-term cash flow problem • Untrained labor force 26 Cause/Effect • Presents a clear-way analysis • A-B; A-B-C-D; ABCD-E • Example: • Reorganizing the marketing department will cause two benefits and one problem: • Improved accountability • Better communication • Problem – poorer service to industrial customers 27 Problem-Analysis-Solution • Find a straightforward way to offer recommendations • Example: • The shipping dock’s inability to ship product fast enough results from a inefficient tracking system. The solution is to: • Invest in a new computer system • Retrain staff • Inform customers of realistic shipping times • Budget for overtime to meet peak demand 28 Plan, Organize, Write • Develop an outline • Write • Write the easiest part first • Develop major sections one at a time • Introduction for main ideas • Main point in first paragraph • Turn off your internal editor 29 Plan, Organize, Write • 90% of writing is re-writing and editing • Let the document cool • Run a Fog test • Aim to cut first draft by at least 10% 30

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