CHAPTER 6 : WRITING PROCESS PHASE 2 - Presented by Business students at John Molson School of Business, Concordia:
- Nina Ansermino, Eliyah Assedou, and Stewart Sullivan
PHASE 2 of Mary Ellen Guffey’s 3-X-3 Writing Process Three Simple Steps to Writing - Research data on your topic
- Organize text elements
- Compose a coherent article
First Step to Writing: - Before writing a message, collect all the information that you will need for your message
- This information will help shape the message that you are trying to convey to the reader
First Step to Writing - To avoid an inaccurate message, gather information that answers these primary questions:
- What does the receiver need to know about this topic?
- What is the receiver to do?
- How is the receiver to do it?
- When must the receiver do it?
- What will happen if the receiver doesn’t do it?
First Step to Writing - When you are conducting your research, be sure to follow the right research method
- Formal Research Method
- Informal Research Method
First Step to Writing - Formal Research
- Long reports and complex business problems
First Step to Writing - Ways of conducting formal research
- Access electronically : websites, databases, CD’s, public records and organizations
- Search manually : through the library, book, magazine, news papers
- Investigate primary sources : interview, survey
- Experiment scientifically
First Step to Writing - Informal Research
- Used to find information for most routine tasks : emails, memos, letters and reports
- Ways of conducing Informal Research
- Look in files : find previous documents to help you with content and format
- Talk with your boss
- Interview a target audience
- Conduct an informal survey : conduct phone surveys or questionnaires
First Step to Writing - Once you have gathered all the information you need through research, you can start finding other ways to generate ideas
First Step to Writing - Brainstorming : Creating a Cluster Diagram
- In the centre, write your topic name and circle it
- Around the circle record any topic ideas that come to mind
- Circle each separate idea
- Avoid censoring ideas, record everything
- If ideas seem related, join them with lines
First Step to Writing - Example of a Cluster Diagram
First Step to Writing - Ideas for productive group brainstorming
- Define problem and create an agenda that outline the topics to be covered
- Establish time limits, short sessions are best
- Set a quota of ideas, quantity not quality
- Encourage “out of the box” thinking
First Step to Writing - Write ideas on flip charts or on sheets of paper hung around the room
- Require each participant to contribute, accept and improve their ideas and the ideas of others
- Organize and classify the ideas, searching for the best
Second Step to Writing: Second Step to Writing - To ensure that your message is well organized:
- Group similar items together
- Ideas should follow a sequence
- Unorganized messages can leave the reader confused and will not emphasize the important points
Second Step to Writing - Organizing Ideas From a Cluster Diagram
- Analyze the previous ideas
- Cross out irrelevant ideas
- Add new ideas that seem appropriate
- Study these ideas for similarities
- Group similar ideas into classifications
- For further visualization, make sub-cluster circles around each classification
Second Step to Writing - There are two other simple techniques that will also help you organize your data
- The scratch list
- An outline
Second Step to Writing - When developing your message, make a scratch list of the topic that want to cover
- Possibly make scratch list in margins of letter or memo that you are responding to
- Then, compose a message at you computer from your scratch list
Second Step to Writing - Use an outline to organize and group ideas to make a plan of what you want to write
- Examples:
- Alphanumeric Outline
- Decimal Outline
Second Step to Writing - Format for Alphanumeric Outline
- Title : Major Idea, Purpose
- I. First Major Component
- A. First subpoint
- B. Second subpoint
- 1. Detail, illustration, evidence
- 2. Detail, illustration, evidence
- II. Second Major Component
Second Step to Writing - 1. Detail, illustration, evidence
- 2. Detail, illustration, evidence
- B. Second subpoint
- 1. Detail, illustration, evidence
- 2. Detail, illustration, evidence
- III. Third Major Component
- A. First subpoint
- 1. Detail, illustration, evidence
- 2. Detail, illustration, evidence
- B. Second subpoint
- 1. Detail, illustration, evidence
- 2. Detail, illustration, evidence
Second Step to Writing - Formal for Decimal Outline
- Title : Major Idea, Purpose
- 1.0 First Major Component
- 1.1 First Subpoint
- 1.1.1 Detail, illustration, evidence
- 1.1.2 Detail, illustration, evidence
- 1.2 Second Subpoint
- 1.2.1 Detail, illustration, evidence
- 1.2.2 Detail, illustration, evidence
- 2.0 Second Major Component
Second Step to Writing - 2.1.1 Detail, illustration, evidence
- 2.1.2 Detail, illustration, evidence
- 2.2 Second subpoint
- 2.2.1 Detail, illustration, evidence
- 2.2.2 Detail, Illustration, evidence
- 3.0 Third Major Component
- 3.1 First Subpoint
- 3.1.1 Detail, illustration, evidence
- 3.1.2 Detail, illustration, evidence
- 3.2 Second Subpoint
- 3.2.1 Detail, illustration, evidence
- 3.2.2 Detail, illustration, evidence
Second Step to Writing - Each major category is divided into two or more subcategories
- Subcategories should consist of examples, details, statists, case histories and other data
- Each sub-point should be more subdivided into more specific illustrations and details depending on the audience
Second Step to Writing - Tips for Making Outlines
- define the main topic in the title
- divide the main topic into major components of classifications (three-five)
- break components into sub-points
- strive to make each component exclusive
- use details, illustrations and evidence to support sub-points
Second Step to Writing - Typical Major Components to Business Outlines
- Letter or Memo
- I. Opening
- II. Body
- III. Close
- Informational Report
- I. Introduction
- II. Facts
- III. Summary
Second Step to Writing - Procedure
- I. Step 1
- II. Step 2
- II. Step 3
- IV. Step 4
- Analytical Report
- I. Introductions
- II. Facts / Findings
- III. Conclusions
- IV. Recommendations (if requested)
Second Step to Writing - Proposal
- I. Introduction
- II. Proposed Solution
- III. Staffing
- IV. Schedule, cost
- V. Authorization
Second Step to Writing - Organizing Idea’s into Patterns
- There are two organizational patterns which provide a plan of action for typical business messages
- Direct Pattern
- Indirect Pattern
Second Step to Writing - Direct Pattern for Receptive Audiences
- When deciding on the message that you wish to convey, you need to anticipate the audiences reaction
- Make sure you put the purpose of your message in the first or second sentence
- Explanations and details should follow the opening
Second Step to Writing - Direct Method is also called “front-loading” and has some benefits
- Saves the reader’s time : messages that take too long may lose the reader along the way
- Sets a proper frame of mind : learning purpose upfront helps reader put details into perspective
- Prevents frustration : poorly organized messages create negative impression of writer
Second Step to Writing - Works best with audiences that are likely to be receptive
- Typical business messages that follow the direct pattern : routine requests and responses, orders and acknowledgements, non-sensitive moms, email messages, information reports and informational oral presentations
- None have a sensitive subject matter
Second Step to Writing - Indirect Pattern for Unreceptive Audiences
- A most suitable approach of writing if you wish to leave the audience displeased or even hostile
- Only expose the message after you have delivered explanation and evidence
- Works well with bad news, persuasion and sensitive messages
Second Step to Writing - Typical business messages that use this method : letters / memos that refuse requests, deny claims and disapprove credit, persuasive requests, sales letters, and sensitive messages
Second Step to Writing - This method also has many advantages
- Respects the feelings of the audience : bad news is painful but this way they will be prepared for it
- Encourages a fair hearing : if main idea is read at the beginning, reader might not listen anymore
- Minimizes a negative reaction : negative reaction will be improved is news is delivered gently
Third Step to Writing: Third Step to Writing - After all of the researching and organization, it is time to begin composing your message
- Composing is made easier as you have all of your ideas organized and ready to work with
- It is made easier if you have a quiet working environment
Third Step to Writing - As you begin, keep in mind that this is a first draft, not your final copy
- Get your thoughts down on paper and go back and edit at the end
- If you can’t think of the right word, insert a substitute or type “find word later”
- If you handwrite, make sure to double space that you have room for change
Third Step to Writing - Effective Sentences : some basic sentence elements
- Complete Sentences
- Include subjects and verbs
- They must make sense
- Example - Your essay was very creative.
Third Step to Writing - Clauses and Phrases
- Key building blocks to sentences
- Clauses have subjects and verbs
- Phrases do not
- Example of clauses - Because she can sing, they want her to be in the choir.
- Example of phrases - The manager of Gap Inc. sent an email to the staff.
Third Step to Writing - Independent and Dependent Clauses
- Dependent clauses rely on independent clauses for their meaning to make sense
- Independent clauses can stand on their own as they are grammatically correct
- Example - Because you have all learned how to write well, I think you should write an essay.
Third Step to Writing - In order for sentences to be as effective as possible, they must be short and concise
- Limit them to about 20 words or less
- Break up complex sentences with periods
- However, make sure to still have a balance between long and short sentences to keep the reader interested
Third Step to Writing - Emphasizing Important Ideas
- Make use of bold, italics and underscore
- Use vivid words : reader can picture ideas
- Label the main idea
Third Step to Writing - Place the important idea first or last in the sentence : that way the ideas will have less competition with surrounding words
- Place the important idea in a simple sentence or in an independent clause
- Make sure the important idea is the sentence subject
Third Step to Writing - Active-Voice
- Sentences with active-voice verbs has the doer of the action as the subject
- We use active-voice for most business writing
- Used to make a blunt announcement
- Example : Tyler made a major error in the estimate
Third Step to Writing - Passive-Voice
- In passive-voice sentences, the subject is acted upon
- Use to emphasize an action or recipient of the action
- Use to de-emphasize negative news
- Use to conceal the doer of an action
- Example : A major error was made in the estimate
Third Step to Writing - To tell if a verb is active or passive, identify the subject of the sentence
- Then decide whether the subject is doing the acting or if it is being acted upon
- Another clue to identifying passive-voice verbs is that they usually include a “to be” helping verb such as is, are, was, were, being or been
Third Step to Writing - Drafting Meaningful Paragraphs
- Discuss only one topic and connect other ideas logically
- Construct sentences and make into a paragraph
- Main sentence : primary idea of paragraph
- Supporting sentence : provides evidence to support main idea
- Limiting sentence : acts as an opposition to main idea but suggesting contrasting ideas
Third Step to Writing - Direct Paragraph Plan
- Most business message use this paragraph plan because it clarifies the subject immediately
- Useful when you must define, classify, illustrate, describe
- I. Main Sentence
- II. Supporting Sentences
Third Step to Writing - Can alter direct plan by adding a limiting sentence
- I. Main Sentence
- II. Limiting Sentence
- III. Supporting Sentences
Third Step to Writing - Pivoting Paragraph Plan
- I. Limiting Sentence (offers a contrasting or negative idea and can be two sentences)
- II. Main Sentence
- II. Supporting Sentence
- Useful for comparing and contrasting
- Use but or how to show a turn in direction
Third Step to Writing - Indirect Paragraph Plan
- I. Supporting Sentence
- II. Main Sentence
- Allows you to build a foundation of reasons before revealing the big idea to the audience
- Explain your reasoning and then at the end draw your conclusion
- Appropriate when delivering bad news
- Works well for describing cause followed by effect
Third Step to Writing - Link Ideas to Build Coherence
- Sustaining the key idea: repeating a key expression or a similar one
- Using pronouns (we, they, she, he) to build continuity by confirming to the audience that the same thing under discussion is still being discussed
Third Step to Writing - Dovetailing sentence : when an idea at the end of one sentence connects with an idea at the beginning of the next sentence
- Helpful with dense, difficult topics
- Should NOT be over used
Third Step to Writing - Transitional Expressions
- Helps reader anticipate what’s coming next, reducing uncertainty and speed comprehension
- Non-verbal road signs to readers and listeners
- They can add or strengthen a though, show time or order, clarify ideas, show causes and effect, contradict thoughts and contrast ideas
Third Step to Writing - Transitional Expressions To Build Coherence
Third Step to Writing - Compose Short Paragraphs for Readability
- Business writers recognize the vale of short paragraphs
- Paragraphs with eight or fewer lines look inviting and readable
- If a topic cannot be covered in eight or fewer lines, consider breaking it up into smaller segments
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