Presentation Transcript

1. Business Writing

   Overview
2. Barriers to Communication Verbal Barriers Inadequate knowledge or vocabulary Differences in interpretation Language differences Inappropriate use of expressions Over abstraction Ambiguity Polarization Nonverbal Barriers Inappropriate or conflicting signals Differences in perception Inappropriate emotions Distractions
3. Communication Cycle
4. PDA Purpose Details Action
5. Rhetorical Awareness Purpose Audience Stakeholders Context http://owl.english.purdue.edu/owl/resource/624/1/
6. User Centered Design Focus on Audience Expectation(s) Characteristics Goals Context Identify Audience Needs (Details) Who, What, Where, When, Why, How or How Much http://owl.english.purdue.edu/owl/resource/629/02/
7. Audience Analysis Primary Secondary Shadow Stakeholders Questions to ask before writing What is your relationship with the audience? How will the audience react? What does the audience already know? What is unique about the audience?
8. Document Organization http://owl.english.purdue.edu/owl/resource/548/1 Explain purpose and present main ideas What is this? Why am I getting it? What you do want me to do? Logical progression of ideas State most important information first Keep like information together Organize each paragraph around one main idea Begin each paragraph with one key sentence
9. Document Design Format must conform to document Resume, cover letter, memo, report, email Easy to locate information Key points use bold, underline or italics Clear headings and subheadings Improve readability with indentation or bullets HATS, http://owl.english.purdue.edu/owl/resource/632/01/
10. Document Development Persuasive Informative Concise Provide background information Use specific examples to support Use charts, diagrams and tables Eliminate noise Proof for clarity, further explanation, details http://owl.english.purdue.edu/owl/rresource/548/1
11. Choose the Right Words Write Clearly Accurate and complete Familiar words; write to express not to impress Specific, concrete language Avoid dangling expressions Avoid clichés, slang, jargon Write concisely (redundancy and wordiness) Write Effective Sentences Simple sentence Compound sentence Complex sentence Sentence variety
12. Active vs. Passive Words Parallel Structure
13. Use Appropriate Tone Write confidently Use a courteous and sincere tone Use appropriate emphasis and subordination Use positive language Stress the YOU attitude