revising -editing -proofreading Writing i
Oct 7, 2014 Week 5 Writing What is the writing process? -jotting down ideas -drafting -revising -editing -proofreading Writing is a process that requires considerable time and effort Developing good writing skills takes time, practice, and a willingness to revise and revise again. The writing process includes: Planning Drafting Rewriting --- Revising, Editing, Proofreading Authors agree --- there is no one right way to write BUT They write best when they know their topic and understand their audience Experienced writers tend to -Focus on their purpose and audience -identify main ideas -assume a first draft will be revised -break big writing jobs into steps Experienced writers also: -Discuss writing with others -Ask for and apply feedback -Use a reader for revising, editing and proofreading How should you spend your time writing? 1/3 analyzing your purpose and audience gathering information 1/3 computing the first draft 1/3 revising and editing Brainstorm and Cluster -brainstorm writing down the point and ideas such as a list -cluster: chunking the idea into different points grouping Free write -writing continuously to have ideas to flow Talk to your audience -similar to a one way conversation to know what they need or what you want Create outlines Storyboard your presentation
For 10 minute presentation you will have 5 -7 slides 1. title pages 2. introduction/agenda 3. problem statement 4. point a 5. point b 6.point c 7. conclusion 1 page Introduction Content Conclusion What are revisions? Revisions means seeing the document anew, from the reader’s point of view Revise to make changes to better satisfy the purpose and audience -read your document out loud can help revise your document better -revise by printing it out What is editing? Editing is making surface level changes that make the document grammatically correct Proofread to ensure the document is error free Why is it important to revise, edit and proofread? -little things that add up to present your best professional document forward -builds credibility A grammar and spell checker can help BUT You must check: -Sentence structure -Subject verb and noun pronoun agreement -punctuation -word usage -spelling –including spelling of names -numbers Even after a grammar check, you must still proofread: -read once quickly for meaning to see that nothing has been left out -read a second time, slowly -triple check numbers, headings, first and last paragraphs, and the readers name How do you get good feedback? 1. ask several people to comment 2. point out specific areas for feedbacks 3. Ask for feedback at successive stages Don’t be defensive -any negative feedback means the thing can be improved Writing is a process that requires planning, writing and revising Equal time should be spend on each other the process parts Good writers solicit feedback from others to gain an unbiased perspective on their writing
Formatting Hardcopy Letters and Memos Form Follows Function What must be considered when formatting letters and memos? Formatting any business correspondence requires thought and intention. Shaping your message to meet the needs of the audience and your purpose gets you the results you want. PAIBOC *what’s in it for me what’s in it for them What are the differences between letters and memos? Letters are sent to people outside an organization Memos are sent to people within an organization Any information, including short reports, can be placed in letter or memo format Two ways to write Letter Block vs Modified Block -use block because simple, quick and easy to use Both letter formats have these common elements: -letterhead -date -salutation with readers name -subject or reference line -complimentary close -correct punctuation -continuation in pagination -enclosure notes Why does punctuation matter? -Three generation therefore important In mixed punctuation A colon/comma follows the salutation, Dear Ms. Laura Van Dyke: Dear Ms. Laura Van Dyke, In Open punctuation The punctuation following the situation “Dear is the standard opening in any business letter In terms of courtesy titles: -Follow the format used in previous correspondence -use professional titles when relevant -use Ms. If you don’t know a woman’s marital status or OMIT 1. Use an attention line 2. Use a general group to which the reader belongs 3. Omit the salutation, and use a subject line in its place 4. Never use these outdates and impersonal expressions: “Dear Sir of Madam,” or “To whom it may concern” Use a to/from/date subject block Don’t indent paragraph Use headings as required
Initial by your name (in ink) after you have printed the memo Add a page if the memo has more than one page Why is electronic messaging an important form of communication? Requires the same analytical thinking (PAIBOC) as other documents. Emails are used daily to further business. For this reason, they must be professional documents. Electronic privacy does not exist. Your text messages, tweets, facebook posts and emails are retrievable – virtually forever Therefore, you must be discreet – as every electronic communication leaves a trail While electronic communication continues to evolve, one reality is constant: When you post, you’re published Email guidelines -use discretion in terms of legality -apply all the business writing rules paying close attention to your audience -edit for grammar, punctuation, and spelling -reread and proofread your messages -use subject lines effectively High priority Action Required 1. Use PAIBOC as you plan your message 2. Provide complete information so the reader can act on your request 3. Deliver good news directly; give bad news indirectly Overcome objection and then provide the good news 4. Use clear, concise, specific language and keep paragraphs short 5. create a meaningful subject line Netiquette: New send angry messages Send people only what they need Send cards – emails for condolences or congratulations Before pressing “send” assume your message is public Avoid use of “all caps” as upper case letters are used for emphasis
Presentation Notes What do you mean you don’t like my style? Different levels of power require different styles Reception varies based on Gender Social upbringing Personality Position of employment Understanding tone and style Six styles of business writing
Passive -lower power position to convey negative thought to higher position “I appreciate your comments” Vs “Your comments were very much appreciated by me” -weasel words play a bigger role in this -reframe from pointing finger -avoid imperative don’t give orders -use contractions such as can’t, won’t, don’t -ask direct questions -interject positive personal thoughts Forceful “you’re fired from Donald trump” There is a fine line between forceful and rude Not meant to offended Pro: defines position, short simple Cons: strict and not friendly Impersonal A formal yet indifferent style of writing -avoid using passive tones -no opinions or biases -avoid using names -avoid using “you or I” -used in science labs or scholars articles Personal Use for high level executives Used to send goods news Used for persuasive action requests Use active words Address reader directly Use personal pronouns and contractions such as name, you, I Speak directly to reader Less colourful Indifferent tone -no personality or wit Straightforward Business document Sales are likely to drop this year Colourful style Used to send good news “this hard hitting money saving proposal will save corporate resources” Types of audience Friendly Neutral Uninterested Hostile Encoding and Decoding text High context vs low context Hofstede’s Five cultural dimensions
Pros Organized Clear and easy to follow (dot jot) Cons Outdated Overlapping context When is this style acceptable in business communication? -When the writer has power Get to the point -demonstrate decisiveness Avoid weasel words -Reduces confidence perceived in communicator -avoid (possibly, perhaps)
For 10 minute presentation you will have 5 -7 slides 1. title pages 2. introduction/agenda 3. problem statement 4. point a 5. point b 6.point c 7. conclusion 1 page Introduction Content Conclusion What are revisions? Revisions means seeing the document anew, from the reader’s point of view Revise to make changes to better satisfy the purpose and audience -read your document out loud can help revise your document better -revise by printing it out What is editing? Editing is making surface level changes that make the document grammatically correct Proofread to ensure the document is error free Why is it important to revise, edit and proofread? -little things that add up to present your best professional document forward -builds credibility A grammar and spell checker can help BUT You must check: -Sentence structure -Subject verb and noun pronoun agreement -punctuation -word usage -spelling –including spelling of names -numbers Even after a grammar check, you must still proofread: -read once quickly for meaning to see that nothing has been left out -read a second time, slowly -triple check numbers, headings, first and last paragraphs, and the readers name How do you get good feedback? 1. ask several people to comment 2. point out specific areas for feedbacks 3. Ask for feedback at successive stages Don’t be defensive -any negative feedback means the thing can be improved Writing is a process that requires planning, writing and revising Equal time should be spend on each other the process parts Good writers solicit feedback from others to gain an unbiased perspective on their writing
Formatting Hardcopy Letters and Memos Form Follows Function What must be considered when formatting letters and memos? Formatting any business correspondence requires thought and intention. Shaping your message to meet the needs of the audience and your purpose gets you the results you want. PAIBOC *what’s in it for me what’s in it for them What are the differences between letters and memos? Letters are sent to people outside an organization Memos are sent to people within an organization Any information, including short reports, can be placed in letter or memo format Two ways to write Letter Block vs Modified Block -use block because simple, quick and easy to use Both letter formats have these common elements: -letterhead -date -salutation with readers name -subject or reference line -complimentary close -correct punctuation -continuation in pagination -enclosure notes Why does punctuation matter? -Three generation therefore important In mixed punctuation A colon/comma follows the salutation, Dear Ms. Laura Van Dyke: Dear Ms. Laura Van Dyke, In Open punctuation The punctuation following the situation “Dear is the standard opening in any business letter In terms of courtesy titles: -Follow the format used in previous correspondence -use professional titles when relevant -use Ms. If you don’t know a woman’s marital status or OMIT 1. Use an attention line 2. Use a general group to which the reader belongs 3. Omit the salutation, and use a subject line in its place 4. Never use these outdates and impersonal expressions: “Dear Sir of Madam,” or “To whom it may concern” Use a to/from/date subject block Don’t indent paragraph Use headings as required
Initial by your name (in ink) after you have printed the memo Add a page if the memo has more than one page Why is electronic messaging an important form of communication? Requires the same analytical thinking (PAIBOC) as other documents. Emails are used daily to further business. For this reason, they must be professional documents. Electronic privacy does not exist. Your text messages, tweets, facebook posts and emails are retrievable – virtually forever Therefore, you must be discreet – as every electronic communication leaves a trail While electronic communication continues to evolve, one reality is constant: When you post, you’re published Email guidelines -use discretion in terms of legality -apply all the business writing rules paying close attention to your audience -edit for grammar, punctuation, and spelling -reread and proofread your messages -use subject lines effectively High priority Action Required 1. Use PAIBOC as you plan your message 2. Provide complete information so the reader can act on your request 3. Deliver good news directly; give bad news indirectly Overcome objection and then provide the good news 4. Use clear, concise, specific language and keep paragraphs short 5. create a meaningful subject line Netiquette: New send angry messages Send people only what they need Send cards – emails for condolences or congratulations Before pressing “send” assume your message is public Avoid use of “all caps” as upper case letters are used for emphasis
Presentation Notes What do you mean you don’t like my style? Different levels of power require different styles Reception varies based on Gender Social upbringing Personality Position of employment Understanding tone and style Six styles of business writing
Passive -lower power position to convey negative thought to higher position “I appreciate your comments” Vs “Your comments were very much appreciated by me” -weasel words play a bigger role in this -reframe from pointing finger -avoid imperative don’t give orders -use contractions such as can’t, won’t, don’t -ask direct questions -interject positive personal thoughts Forceful “you’re fired from Donald trump” There is a fine line between forceful and rude Not meant to offended Pro: defines position, short simple Cons: strict and not friendly Impersonal A formal yet indifferent style of writing -avoid using passive tones -no opinions or biases -avoid using names -avoid using “you or I” -used in science labs or scholars articles Personal Use for high level executives Used to send goods news Used for persuasive action requests Use active words Address reader directly Use personal pronouns and contractions such as name, you, I Speak directly to reader Less colourful Indifferent tone -no personality or wit Straightforward Business document Sales are likely to drop this year Colourful style Used to send good news “this hard hitting money saving proposal will save corporate resources” Types of audience Friendly Neutral Uninterested Hostile Encoding and Decoding text High context vs low context Hofstede’s Five cultural dimensions
Pros Organized Clear and easy to follow (dot jot) Cons Outdated Overlapping context When is this style acceptable in business communication? -When the writer has power Get to the point -demonstrate decisiveness Avoid weasel words -Reduces confidence perceived in communicator -avoid (possibly, perhaps)
