1. The Writing Process

2. Learning Objectives  By the conclusion of this discussion, you should: –Understand the different components of the writing process. –Be able to plan and compose an effective written communication.

3. The Writing Process  Planning  Drafting  Revising/Editing  Formatting  Proofreading

4. The Writing Process Planning: Communication Strategy  What is Communication Strategy? –Communicator –Message –Audience –Channel choice –Cultural context

5. The Writing Process Communicator Strategy  What are your objectives? –General, action, communication  What communication style do you choose? –Tell/sell –Consult/join  What is your credibility? –Initial, acquired Planning: Communication Strategy

6. The Writing Process Audience Strategy  Who are they?  What do they know?  What do they feel?  How can you motivate them? Planning: Communication Strategy

7. The Writing Process Message Strategy  How can you emphasize? –Direct approach –Indirect approach Direct Indirect Planning: Communication Strategy End Beginning Message Least Most Audience Remembers

8. The Writing Process Channel Choice Strategy  Ask the questions: –Should my communication be formal or not? –Do I need an immediate response? –Do I need audience participation? –How “rich” should my communication be? –What is the cultural expectation?  Choose channel: email, face-to-face, formal policy, voicemail, video conference, group meeting, formal speech, fax, etc. Planning: Communication Strategy

9. The Writing Process Culture Strategy  Rethink your communication strategy in terms of culture: –Cultural values –Language of time –Social behavior Planning: Communication Strategy

10. The Writing Process Losing Something in the Translation American English: “The Electrolux is the strongest vacuum available.” British English:“Nothing sucks like an Electrolux.” English:“Got milk?” Spanish:“Are you lactating?” English:“Come alive with Pepsi.” Thai:“Bring your ancestors back from the dead with Pepsi.” English:“I’m just tickled to death to be here,” Russian:“Scratch me until I die.” American English: “The Electrolux is the strongest vacuum available.” British English:“Nothing sucks like an Electrolux.” English:“Got milk?” Spanish:“Are you lactating?” English:“Come alive with Pepsi.” Thai:“Bring your ancestors back from the dead with Pepsi.” English:“I’m just tickled to death to be here,” Russian:“Scratch me until I die.”

11. The Writing Process Cultural Strategy  Maintain formality  Show respect  Communicate clearly  Value diversity  Pay attention to all forms of diversity: –Age, gender, religion, education, socio- economics, disability, etc. Planning: Communication Strategy

12. The Writing Process Content  Organize your thoughts –Traditional outline –Mind map –Sideways idea chart –Pyramid-shaped chart –Index cards/sticky notes Planning: Content

13. The Writing Process Organizing Guidelines  Each top-level idea summarizes  All same-level branches are equivalent  Same-level branches are limited in number –5-7 main points Planning: Content

14. The Writing Process Drafting  Begin composing the preliminary version of a message –Compose in any order –Avoid editing –Draft on the computer –Print draft and put it aside Drafting

15. The Writing Process Drafting O O A A B B C C Opening AgendaBody Conclusion Insert example link to word document

16. The Writing Process Revising/Editing and Formatting  Content/strategic issues  Macro issues –“high skim value” –Signposts/transitions –Paragraphs and sections  Micro issues –Brevity –Style  Correctness Revising/Editing/Formatting

17. The Writing Process Proofreading  Be Perfect!!! It is your reputation that is at stake. –Content –Typographical errors –Word errors –Format errors Proofreading

18. The Writing Process If 99.9% accuracy is acceptable to you, then 18,300 pieces of mail will be mishandled. 22,000 checks will be credited to the wrong bank accounts. 72,000 phone calls will be misplaced by telecommunications services. Every day: 12 newborn babies will be given to the wrong parents. 107 incorrect medical procedures will be performed. Every hour: Every year: 2.5 million books will be shipped with the wrong cover. 20,000 incorrect drug prescriptions will be written. And 315 entries in Webster’s Third New International Dictionary of the English Language will be misspelled.

19. The Writing Process Word wise Student Bloopers “Finally, the colonists won the war and no longer had to pay for taxis.” “I hadn’t read the chapter and was afraid the teacher would embrace me when he called on me.” “My girlfriend liked the smell of my new colon.” “Next, break the eggs into two bowels.” “This book was so exciting that I couldn’t finish it until I put it down.” “Finally, the colonists won the war and no longer had to pay for taxis.” “I hadn’t read the chapter and was afraid the teacher would embrace me when he called on me.” “My girlfriend liked the smell of my new colon.” “Next, break the eggs into two bowels.” “This book was so exciting that I couldn’t finish it until I put it down.”

20. The Writing Process Conclusion  The writing process contains five steps: –Planning –Drafting (OABC) –Revising/Editing –Formatting –Proofreading  All steps are needed in order to ensure your writing objectives are met.