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Business Writing

Business Writing. Overview. 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

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Business Writing

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  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

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