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The Better Business Writing Workshop

Welcome To. The Better Business Writing Workshop. Presenter Sandra A. Shelton SAShelton@StrengthBank.com. Biggest Writing Challenges:. The Next/Most Common Writing for Me. Background Subject?_________________________ Format__________________________ When?__________________________

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The Better Business Writing Workshop

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  1. Welcome To The Better Business Writing Workshop Presenter Sandra A. Shelton SAShelton@StrengthBank.com

  2. Biggest Writing Challenges:

  3. The Next/Most Common Writing for Me. . . Background • Subject?_________________________ • Format__________________________ • When?__________________________ • To?___________________________ • Copies to? ______________________ • WIWTH? (What I Want To Happen. .) __________________________________

  4. Now is the beginning of an experienceGod has given me this time to use as I willI can waste it or use it for good. What I do today is importantBecause I am exchanging a day of my life for it. When tomorrow comes, this day will be gone forever – Leaving in its place Something I have traded for it. I want it to be:Gain not LossGood Not EvilSuccess Not FailureIn order that I shall not regret the Price that I have paid for it.

  5. After all, any communication creates R & R: A Relationshipthat gets better or worse the more we communicate. Better if the listener can hear the “Rhythm” Worse if the listener is worn out trying to get a “Rhythm”

  6. Rhythm Test • Which looks faster/easier to read: • A script of a play? • A fiction novel? • A business proposal? • Government regulations? • Which of the above sounds faster/easier to read?

  7. CCR = Equal in Meaning Communication (written, verbal, nonverbal) Conversations(written, verbal, nonverbal) Relationships (written, verbal, nonverbal) 7

  8. One-way vs Two Way Communication The effect on the relationship must be considered first, that is, before you choose the form of communication!

  9. Better Business Writing begins with the needs of the reader. 1. Whatyou write is determined by your purpose for writing 2. Howyou write is determined by your audience's reasons for reading and its reading skills

  10. Understanding Your Reader Thinker Prove your facts  Triple-check for errors  Few choices Doer  Keep it short  Give best option/benefit  Several choices  Suggest only deliverables Feeler Graphics  Answer “Why?”  Offer praise  Appeal to emotions Initiator Pose questions  Give them direction  Pad deadlines

  11. Truths About Your Reader • Truth #1 Your reader reads words, not minds. • Truth #2 Your reader boils things down. • Truth #3 Your reader will misunderstand, given the chance. • Truth #4 Your reader is impatient.

  12. Five Essential Considerations • What is the purpose of this information? • Who will receive this document? • What is their background? • What personality type(s) is/are being addressed? • How much does the audience already know?

  13. Parallel Construction Before flight the aircraft needs to be pre-flighted, air put into the tires, and the oil needs changing. • Preflight the aircraft • Put air into the tires • Change the oil Before flight:

  14. “Former hostage Terry Waite talked about his five years of confinement in Beirut with Barbara Walters.”

  15. The money will be divided among Bob, John, Fred and Gloria. • The money will be divided among Bob, John, Fred, and Gloria. • Mommy said Tommy the turtle is dead.

  16. He did not accept the promotion because relocation to Seattle was involved. • He did not accept the promotion, because relocation to Seattle was involved. • We had a delicious dinner of salad, corn, liver, onions and ice cream.

  17. Assembly line workers went on strike at the Ford plant located in Claycomo, Missouri. • Assembly line workers went on strike at the Ford plant, located in Claycomo, Missouri.

  18. ; The Semicolon • Use with conjunctive adverbs, such as however, although, or consequently. • Example: The September meetings have been cancelled; however, the October meetings will still be held as scheduled. • Use to separate items in a series when one or more of the items have a comma. • Example: The store had on sale fresh fish from the Caribbean, coast of Japan, and Gulf of Mexico; whole milk; wheat bread; and a variety of fruits.

  19. : The Colon • Use to introduce a listing, before long quotations, and in the salutation of a formal letter. • Example: There were four colors to choose from: red, blue, green, and black.

  20. Pick up the light-colored package. • Pick up the light, colored package.

  21. Two Rules • Paragraphs should rarely contain more than 150 - 175 words. • Paragraphs should average three to six sentences.

  22. Traditional vs. Emphatic Paragraphs Recommendation: Hire a full-time graphic designer • Shortened turnaround times. Current turnaround average is over a week. • Decreased review process. Early involvement with team members shortens revision process. • Quicker response times. A full-timer works better/faster without wasting time learning the process. A full-timer offers the following:

  23. Traditional v. Emphatic Paragraphs The design team needs full-time designers. Currently, graphic support offers good quality, but requires long lead times. Some requests require over a week for review and revision. Because of several review loops, some require over a month. Having a full-time staffer would reduce delays and allow team members to function better.

  24. Clichés • been there, done that • dig in your heels • easier said than done • heated argument • think outside the box • sigh of relief

  25. Never! • Neveruse more than one exclamation point!!!!!!!!!! • Never use more than one exclamation point!

  26. On Type • MyriadMM:Good modern choice, sans-serif, style • PenumbraMM: Good for titles/headings • Optima: Good choice, serif, style • Times New Roman: Good choice, familiar, legible • Century: Schoolbook: good choice, familiar, legible • Bauhaus 93: who can read this? • Viking: make appointment at headache clinic

  27. Fog Index Average sentence length = X Number of words with three or more syllables per 100 words = Y Fog Index = X + Y x 0.4

  28. Fog Index Example Total words = 510 Number of sentences = 30 Average sentence length = 17 Total number of “hard” words = 62 Average number of “hard” words = 12 (62 divided by 5.1) 17 + 12 = 29 29 x 0.4 = 11.6 years of school (HS Senior)

  29. Always Challenge • “It is” and “There are” • “That” and “Which” • Soft verbs • Smothered verbs • Adverbs

  30. Powerful Letters or Memos • Is it personal? • Is it concise? • Does it absolutely need to be written? • Does it immediately grab the reader? • Is it easy to read?

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