2. Presented by T. E. Roberts, Instructor ENC 3250, Professional Writing University of South Florida, Sarasota-Manatee Summer C, 2015 Week 3 Length of this lecture audio = 00:30:52 Write down the three audio codes and numbers of slides where they appear; send these and the Week 2 codes with Assignment 2, Employee Reprimand, by June 1, 2015, 6 p.m. http://www.todroberts.com/USF/3250_welcome.htm © T. E. Roberts, 2015 Review of Current & Future Assignments

3. ENC 3250, Summer 2015 Week 3 Slide 1 of 11 Week 3 Agenda Assignment 1 grading Writing tips Reprimands vs. reprisals The manager ’ s fall-back plan Anticipating future assignments

4. ENC 3250, Summer 2015 Week 3 Slide 2 of 11 Assignment 1 Grading Grades were posted on Canvas Thursday, May 22, 2014 Common issues: Casual approach to formatting Proofreading: “manger” for “ manager ” ? “ affect ” for “ effect ” ? Confusion about purpose of memo Flabby, confusing business jargon (trying to impress rather than express)

5. ENC 3250, Summer 2015 Week 3 Slide 3 of 11 Write Directly... Use Active Voice PASSIVE: It was decided by the committee that the new system should be purchased by the company. (16 words) ACTIVE: The committee decided to buy the new system. (eight words) PASSIVE: It was observed that Henry Smith, the assistant accountant, was injured by a falling bookcase. (15 words) ACTIVE: A falling bookcase crushed Henry. (five words)

6. ENC 3250, Summer 2015 Week 3 Slide 4 of 11 Keep Your Message Concise The first sentence should state your message in 12 or fewer words. (This statement is exactly 12 words long.) Replace the verb “ to be ” with action verbs where possible. Example: “ He is the director of marketing. ” (six words) vs. “ He directs marketing. ” (three words) Avoid these and similar expressions which create wordiness: There is … OR There are … In view of OR In light of the fact that... Due to the fact that … The reason is because … Being that … For other “ DEADWOOD PHRASES ” see: http://www.todroberts.com/USF/Deadwood.pdfhttp://www.todroberts.com/USF/Deadwood.pdf

7. ENC 3250, Summer 2015 Week 3 Slide 5 of 11 Use the Resources Available Memorize USAGE TIPS at end of syllabus -- quick guide to common mistakes and how to avoid them Check the online grammar, recommended texts, and the relevant links on the course Welcome page -- they are there to help you (or do a simple Google search -- the top results will usually answer a question quickly) Read your writing into an audio recorder, then listen to it critically, as if you were the reader, not the writer Nothing will mark you as an educated, thoughtful professional more effectively than literate, plain, and precise speech and writing Most employers rank speaking and writing skills at or near the top of their list of applicants ’ qualifications Read this link: http://www.todroberts.com/USF/Grammar_Pitfalls.pdfhttp://www.todroberts.com/USF/Grammar_Pitfalls.pdf

8. ENC 3250, Summer 2015 Week 3 Slide 6 of 11 Assignment 2, Reprimand: “It’s nothing personal.” Professional communication requires hard decisions based on facts, logic, and business sense. Despite the emotionalism and shame-mania rampant in popular culture, personal feelings have little place in a business or professional setting. Thus, a reprimand should be professional, courteous, objective, and … EFFECTIVE. Read the article The Bully Rulebook (posted at http://www.todroberts.com/USF/BullyRulebook.pdf) http://www.todroberts.com/USF/BullyRulebook.pdf

9. ENC 3250, Summer 2015 Week 3 Slide 7 of 11 The Reprimand: “Don’t Corner People!” Effective managers approach people with the right words, in the right tone, at the right time. The objective is to motivate, not intimidate. We all need and seek … Security Respect Fairness Consider others ’ needs as equal to your own.

10. ENC 3250, Summer 2015 Week 3 Slide 8 of 11 What If Your Message Fails to Produce Desired Results? Every manager needs a fallback plan Reprimand needs a clearly stated set of consequences if behavior remains uncorrected Docking of pay Suspension of employment Prosecution for criminal/civil misdeeds Demotion in title or responsibility Termination of employment

11. ENC 3250, Summer 2015 Week 3 Slide 9 of 11 General Tips for Effective Messages Put yourself in the reader ’ s place … does the message bore you? confuse you? anger you? Business messages, especially in the digital age, may last forever … remember this before you write something you ’ ll later regret Your reader wants these simple results … Conciseness: replace that 22-word sentence with a 10- word sentence Clarity + Completeness: double-check all facts, assumptions, conclusions Action Steps: what do you want the reader to do?

12. ENC 3250, Summer 2015 Week 3 Slide 10 of 11 Anticipating Future Assignments Assignment 2: Reprimand (due June 1, 2015, 6 pm) Assignment 3: Resume and Cover Letter (due June 15, 2015, 6 pm) Read directions in syllabus Start your job research now Keep careful notes and bookmarks Draft your basic cover letter and resume twice Put yourself in the reader ’ s place See the advice here (required reading): http://www.todroberts.com/USF/Roberts_JobHuntingAdvice_May-2014.pdf http://www.todroberts.com/USF/Roberts_JobHuntingAdvice_May-2014.pdf

13. ENC 3250, Summer 2015 Week 3 Slide 11 of 11 Begin Thinking About Assignment 4 Assignment 4: Business Report, Proposal, or Plan (2000 to 2500 words, due July 13, 2015) Write about a situation from your own employment or one related to future employment Carefully follow instructions in syllabus Send me by Monday, June 22 (earlier if possible) an outline of your proposed topic and expected research sources in the body of an email (not as an attachment) -- follow the format of examples on course website Regard this submission as a showcase of your writing skill and analytical ability, suitable for viewing by a prospective employer (re-read student comments in Slide 2 of Week 1 lecture)