Writing for Business

Writing for Business Three Simple Rules JPEC Workshops September 8, November 3

Three Simple Rules • Get to the point. • Say it all. • Say it all just once.

1. Get to the point. • Document structure • Paragraph structure • Sentence structure

document structure • three-part organization • context paragraph or section • information paragraphs or sections • recommended or requested action • purposeful structure • task completion: step-by-step • analytical: criteria-evaluation-decision • problem solving: harm-cause-solution

paragraph structure • topic sentence • related information • sequence • chronological • reader’s use • parallel

One dollar to 14.99 is the average cost of long distance indicated by both Customers (46.2 percent) and Non-Customers (60.5%). The next highest amount spent on long distance by both segments was $15.00-29.99. Roughly 11 percent of Customers and Non-Customers pay $30.00-44.99.

problem areas One dollar to 14.99 is the average cost of long distance indicated by both Customers (46.2 %) and Non-Customers (60.5 %). The next highest amount spent on long distance by both segments was $15.00-29.99. Roughly 11 percent of Customers and Non-Customers pay $30.00-44.99. If the average is $1-14.99, when do they spend the higher amount? What do the percentages refer to?

The largest percentage of both Customers (46.2 percent) and Non-Customers (60.5 percent) reported paying $1 to $14.99 for long distance services. Approximately 26% of Customers and 16% of Non-Customers pay $15.00-29.99. An additional 11 percent of Customers and 10.5% of Non-Customers pay $30.00-44.99, and only 9.9% of Customers and 7.9% of Non-Customers pay more than $45.00 per month for their long distance services. On the other end of the spectrum, 6.6 percent of Customers and 5.3% on Non-Customers do not make any long distance calls.

Martha Stewart’s Personal Touch • My plan is to reach a wide diversity of people from infants to elders. I feel my plan is unique because what I am going to do is be personal with my clients; being personal with people makes them feel good about what I do and for me to make them feel good about what they like and the way they feel and look. This includes sewing, floral arrangements, decorating, coordinating events, crafts, monogramming, consulting and personalizing cards. I want to add Love to everything I touch. My reason to base out of my home is because of my asthma and in order to get that personal touch, it also gives people a pleasant surrounding and lets them relax. My motto is, “If it’s not a Personal Touch, it’s not Martha Stewart”. All that is my business name, from the many things that I do and the many people that I serve. It’s like Meals on Wheels. You call me and I'll be there.

Martha Stewart’s Personal Touch • My plan is to reach a wide range of people from infants to elders. I feel my plan is unique becausewhat I am going to do is be personal with my clients; being personal with people makes them feel good about what I do, and I want to make them feel good about what they like and the way they feel and look. This includes sewing, floral arrangements, decorating, coordinating events, crafts, monogramming, consulting and personalizing cards. I want to add Love to everything I touch. My reason to base out of my home is because of my asthma and in order to get that personal touch, it also gives people a pleasant surrounding and lets them relax. My motto is, “If it’s not a Personal Touch, it’s not Martha Stewart”. All that is in my business name, from the many things that I do and the many people that I serve. It’s like Meals on Wheels. You call me and I'll be there.

Martha Stewart’s Personal Touch • My plan is to reach a wide range of people from infants to elders. • I am going to be personal with my clients; being personal with people makes them feel good about what I do, and I want to make them feel good about what they like and the way they feel and look. • This includes sewing, floral arrangements, decorating, coordinating events, crafts, monogramming, consulting and personalizing cards. I want to add Love to everything I touch. • My reason to base out of my home is to get that personal touch, it also gives people a pleasant surrounding and lets them relax. My motto is, “If it’s not a Personal Touch, it’s not Martha Stewart” • , from the many things that I do and the many people that I serve. It’s like Meals on Wheels. You call me and I'll be there.

Martha Stewart’s Personal Touch • My plan is to reach a wide range of people from infants to elders. , from the many things that I do and the many people that I serve. It’s like Meals on Wheels. You call me and I'll be there. • I am going to be personal with my clients; being personal with people makes them feel good about what I do, and I want to make them feel good about what they like and the way they feel and look. My reason to base out of my home is to get that personal touch, it also gives people a pleasant surrounding and lets them relax. My motto is, “If it’s not a Personal Touch, it’s not Martha Stewart” • This includes sewing, floral arrangements, decorating, coordinating events, crafts, monogramming, consulting and personalizing cards. I want to add Love to everything I touch.

Martha Stewart’s Personal Touch My plan is to serve a wide range of people from infants to elders like Meals on Wheels. You call me and I'll be there. I am going to be personal with my clients, which makes people feel good about what I do. I want to make them feel good about what they like and the way they feel and look. Working out of my home gives that personal touch, giving people a pleasant surrounding and lets them relax. My motto is, “If it’s not a Personal Touch, it’s not Martha Stewart.” I want to add Love to everything I touch, which includes sewing, floral arrangements, decorating, coordinating events, crafts, monogramming, consulting and personalizing cards.

parallelism: using the same kind of word, phrase, clause or sentence to express related concepts. Orientation sessions accomplish four useful goals for trainees. First, they introduce trainees to key personnel in accounting, data processing, maintenance, and security. Second, they give trainees experience logging into the database system, selecting appropriate menus, editing core documents, and getting off the system. Third, they explain to trainees the company policies affecting the way supplies are ordered, used, and stored. Fourth, they help trainees understand their responsibilities in such sensitive areas as computer security and use.

parallelism: using the same kind of word, phrase, clause or sentence to express related concepts. Orientation sessions accomplish four useful goals for trainees. First, theyintroduce trainees to key personnel in accounting, data processing, maintenance, and security. Second, theygive trainees experience logging into the database system, selecting appropriate menus, editing core documents, and getting off the system. Third, theyexplain to trainees the company policies affecting the way supplies are ordered, used, and stored. Fourth, theyhelp trainees understand their responsibilities in such sensitive areas as computer security and use.

sentence structure • direct sentences • parallel structure • accurate • word choice • grammar • punctuation

Direct = Subject + verb + object • By making this decision, we will have gained customer loyalty. • Making this decision will gain customer loyalty. • On the basis of the data, the team might ask whether we can expect success. • The data suggests the team might not achieve success.

I feel that we should go ahead with this project. • The reason we are recommending this product is because focus groups have loved it. • There are three key principles of emailthat are used in this organization.

parallelism: using the same kind of word, phrase, clause or sentence to express related concepts. Orientation sessions accomplish four useful goals for trainees. First, theyintroduce trainees to key personnel in accounting, data processing, maintenance, and security. Second, theygive trainees experience logging into the database system, selecting appropriate menus, editing core documents, and getting off the system. Third, theyexplain to trainees the company policies affecting the way supplies are ordered, used, and stored. Fourth, theyhelp trainees understand their responsibilities in such sensitive areas as computer security and use.

WORD CHOICE Let me know if you want to go to the movie this weekend. Let me know whether you want to go to the movie this weekend. What a jerk! I thought we had a date and she never even called to say we weren’t going to the movies!

GRAMMAR The team members turned in their time card. The team members turned in their time cards. What do you mean we’re sharing a pay check this week?

PUNCTUATION The second shift employees, who have been laid off, are to report immediately to HR. Who, me??? The second shift employees who have been laid off are to report immediately to HR.

2. Say it all. • Complete context • Complete information • Complete ideas

complete context • who, what, when, where, why • organizational relationships • stakeholder perspectives

complete information • specific, concrete facts • sources, citations, references • titles, subtitles and tables

When asked to explain why their company does not offer management/professional training programs, budget and company size were two large factors. Although a few participants are taking steps toward implementing non-technical training programs.

problem areas Whose company? When asked to explain why their company does not offer management/professional training programs, budget and company size were two large factors. Although a few participants are taking steps toward implementing non-technical training programs. How did these get to be “factors”. What is a “factor”? Large compared to what else? How do we know they are factors? Although….? What happened anyway?

When asked to explain why their company does not offer management/professional training programs, HR staff reported budget and company size as the two most common factors. However, a few survey participants are taking steps toward implementing non-technical training programs.

Slightly over 43 percent of respondents stated that training was included as part of performance appraisals. While nearly 37 percent reported that no training is required, but it is highly encouraged. No respondents…

problem areas Slightly over 43 percent of respondents stated that training was included as part of performance appraisals. While nearly 37 percent reported that no training is required, but it is highly encouraged. No respondents… Which is it? Which is it? What happened to these 20%?

Slightly over 43 percent of respondents stated that training was included as part of performance appraisals, and an additional 20% stated that training is required with no ties to evaluation or promotion. Furthermore, nearly 37 percent reported that no training is required, but it is highly encouraged. No respondents indicated that training was required for a promotion, nor did they state that no training was required at their company

complete information • specific, concrete facts • sources, citations, references • titles, subtitles and tables

complete ideas • causal links • derived conclusions • analogies and explanations

causal links therefore, so, because, since…. • We will be heading to the movies, since Joanna arrived before noon. • Because the windows are dirty, my roommates need to take more responsibility. • The area boasts a large college population, so sales in cell phones will be brisk. The area boasts a large college population. Based on our finding that 80% of all college students have phones, we can predict that cell phone sales will be brisk.

derived conclusions we thus recommend…. • The data shows two thirds of the students lack math skills, so we recommend additional math classes. • My two roommates are messy, so I am recommending a maid service. • I only make the same as Bill, so I’m recommending you give me a raise. I only make the same as Bill, who does only the background research while I do all the analysis and writing. Therefore, I’m recommending you give me a raise.

analogies and explanations like, much as, similarly…. Of current customers, 63% were satisfied. A similar proportion of non-customers reported a dissatisfaction with the service. • Just as sales on the Hill have increased over the past four years, our business prospects are excellent. • Like internet customers everywhere, Cedar Valley residents will flock to our website. • Of current customers, 63% were satisfied. Similarly, 68% of non-customers were somewhat dissatisfied with the service.

3. Say it all just once. • Arrangement • Active voice • Adjectives and adverbs

Martha Stewart’s Personal Touch My plan is to serve a wide range of people from infants to elders like Meals on Wheels. You call me and I'll be there. I am going to be personal with my clients, which makes people feel good about what I do. I want to make them feel good about what they like and the way they feel and look. Working out of my home gives that personal touch, giving people a pleasant surrounding and lets them relax. My motto is, “If it’s not a Personal Touch, it’s not Martha Stewart.” I want to add Love to everything I touch, which includes sewing, floral arrangements, decorating, coordinating events, crafts, monogramming, consulting and personalizing cards.

Writing for Business