Business Communication Lecturer: Gareth Jones Class 2: The Writing Process

The Writing Process Introduction Business writing Communication strategies Deciding to write Writing Stages Business Communication (BUS-100) 03/12/2018

Normal Writing Take your time Organise your thoughts Write and rewrite Business Communication (BUS-100) 03/12/2018

The Writing Process Introduction Business writing Communication strategies Deciding to write Writing Stages Business Communication (BUS-100) 03/12/2018

Business writing is not like normal writing… Business Communication (BUS-100) 03/12/2018

Business Writing Work under huge time pressure Must write quickly and under pressure Must be accurate Must be succinct Business Communication (BUS-100) 03/12/2018

Business Writing Deadlines to meet Clients to please Meetings to schedule Business Communication (BUS-100) 03/12/2018

Business Writing We must learn how to increase efficiency Objective: WRITE FASTER! Business Communication (BUS-100) 03/12/2018

Business Writing Before we write, we must make some decisions: Set Communication Strategy Decide whether to write or not Split writing into stages Business Communication (BUS-100) 03/12/2018

Business Writing Set Communication Strategy Decide whether to write or not Split writing into stages Business Communication (BUS-100) 03/12/2018

The Writing Process Introduction Business writing Communication strategies Deciding to write Writing Stages Business Communication (BUS-100) 03/12/2018

Communication Strategy Covered in lecture 11 Business Communication (BUS-100) 03/12/2018

The Writing Process Introduction Business writing Communication strategies Deciding to write Writing Stages Business Communication (BUS-100) 03/12/2018

Business Writing Set Communication Strategy Decide whether to write or not Split writing into stages Business Communication (BUS-100) 03/12/2018

“To write or not to write, that is the question” Business Communication (BUS-100) 03/12/2018

Do I write? Do you have an important reason to write? Business Communication (BUS-100) 03/12/2018

Do I write? Reasons: Someone has asked you to Way to stay organised Good format for making mistakes Business Communication (BUS-100) 03/12/2018

Do I write? Is writing the best thing to do? Maybe a meeting or a phone call would be better? Why? Business Communication (BUS-100) 03/12/2018

Do I write? Do I want a permanent record? Are my feelings real or temporary? Are you the right person to be writing? Business Communication (BUS-100) 03/12/2018

Do I write? Sometimes speaking is a better option... Do you need more audience feedback? Do you need a quick response? Okay so you have decided… Business Communication (BUS-100) 03/12/2018

I will write Business Communication (BUS-100) 03/12/2018

Business Writing Set Communication Strategy Decide whether to write or not Split writing into stages Business Communication (BUS-100) 03/12/2018

The Writing Process Introduction Business writing Communication strategies Deciding to write Writing Stages Business Communication (BUS-100) 03/12/2018

Stages It will be more efficient to split your writing into the five stages of the writing process Business Communication (BUS-100) 03/12/2018

Stages Gathering Organising Focusing Drafting Editing Business Communication (BUS-100) 03/12/2018

Stages Gathering Organising Focusing Drafting Editing Business Communication (BUS-100) 03/12/2018

Gathering This is the first step There are different ways to go about it… Business Communication (BUS-100) 03/12/2018

Gathering Option 1: Collect from outside sources Business Communication (BUS-100) 03/12/2018

Gathering Books Files Financial Statements Printouts Websites Interviews Etc. Business Communication (BUS-100) 03/12/2018

Gathering Option 2: Be more intuitive USE YOUR BRAIN Business Communication (BUS-100) 03/12/2018

Gathering Brainstorm: think very hard about your topic, alone or with others. Write it down! Free writing: make yourself write (even if it doesn’t make sense) Business Communication (BUS-100) 03/12/2018

Gathering Always keep notes and carry paper and a pen (Android, iPhone, iPad & other tablets also good) You never know when you might get an idea you need to write down! Business Communication (BUS-100) 03/12/2018

Stages Gathering Organising Focusing Drafting Editing Business Communication (BUS-100) 03/12/2018

Organising Once you have enough info, you must organise your thoughts. Many different ways of doing this… Business Communication (BUS-100) 03/12/2018

Organising This should be a way for you to visualise your information, such as… Business Communication (BUS-100) 03/12/2018

Organising A traditional outline A mind map A pyramid shaped chart Business Communication (BUS-100) 03/12/2018

Organising A traditional outline A mind map A pyramid shaped chart Business Communication (BUS-100) 03/12/2018

Outline Use different labels (bullets and/or numbering) 1,2,3; a,b,c; i,ii,iii; For items of different importance Business Communication (BUS-100) 03/12/2018

Outline 1. Section Title Main Point 1 Supporting point 1 Business Communication (BUS-100) 03/12/2018

Organising A traditional outline A mind map A pyramid shaped chart Business Communication (BUS-100) 03/12/2018

Mind Map Put the main point in the middle and supporting points around it Business Communication (BUS-100) 03/12/2018

Business Communication (BUS-100) 03/12/2018

Lets make a mind map on… ? Business Communication (BUS-100) 03/12/2018

Organising A traditional outline A mind map A pyramid shaped chart Business Communication (BUS-100) 03/12/2018

Pyramid Chart Main ideas on top Ideas get more specific as we work our way down In the core text page 39 Business Communication (BUS-100) 03/12/2018

Stages Gathering Organising Focusing Drafting Editing Business Communication (BUS-100) 03/12/2018

Focusing Now that you have your ideas organised, decide what are the important parts of your message There are many techniques, follow along on Page 40 Business Communication (BUS-100) 03/12/2018

Focusing Skimming Teaching 2 minute Summary Business Communication (BUS-100) 03/12/2018

Skimming Imagine the reader “skimming” Skimming = to read very fast, focusing on main points, not details Business Communication (BUS-100) 03/12/2018

Skimming What do they need to know the most? Summarise a large number of ideas into a few sentences This helps separate main and minor ideas Business Communication (BUS-100) 03/12/2018

Teaching Teach your ideas Think about how you would teach these ideas to someone who is not an expert This makes you think about your audience It is most important that they understand! (also a good way to prepare for exams) Business Communication (BUS-100) 03/12/2018

2 minute summary “2 minute summary” “Boss Summary” Imagine your boss wants you to tell him/her about your report in two minutes Business Communication (BUS-100) 03/12/2018

2 minute summary “2 minute summary” What would you say? What would you talk about? Business Communication (BUS-100) 03/12/2018

Focusing Use one or many of these or other techniques Business Communication (BUS-100) 03/12/2018

Focusing Now you have an organised, focused list. You may find now you have to go back and get more information Business Communication (BUS-100) 03/12/2018

Focusing This is fine! Go back and research and organise more if necessary. At least you know your shortcomings Business Communication (BUS-100) 03/12/2018

Writing The first 3 steps are considered: Pre-writing Pre-writing is what you do before writing Pre-writing is just as important as writing A good writer spends 50% of their free time pre-writing and 50% of the time writing After pre-writing comes writing Business Communication (BUS-100) 03/12/2018

Writing Once we are done prewriting, we must go to the writing phase. Business Communication (BUS-100) 03/12/2018

Stages Gathering Organising Focusing Drafting Editing Business Communication (BUS-100) 03/12/2018

Drafting The first stage of writing Business Communication (BUS-100) 03/12/2018

Drafting Write in any order: Don’t worry about writing Introduction – Main Body - Conclusion Business Communication (BUS-100) 03/12/2018

Drafting Write in whatever order is the easiest for you Many people say to write Introduction last (I do) Business Communication (BUS-100) 03/12/2018

Drafting Avoid editing or correcting Drafting should be creative, not technical Leave editing for after draft is done Business Communication (BUS-100) 03/12/2018

Drafting Print! Print! Print! Print your draft and read it. Better to have a hard copy than to stare at the computer all day! You can scribble on it if you want Business Communication (BUS-100) 03/12/2018

Drafting Take your time. After you are done drafting, take a break, relax before editing. Why? Business Communication (BUS-100) 03/12/2018

Drafting Take your time This will give you time to organise your thoughts Business Communication (BUS-100) 03/12/2018

Stages Gathering Organising Focusing Drafting Editing Business Communication (BUS-100) 03/12/2018

Editing Edit for content Read through your paper Make sure it says what you want it to Business Communication (BUS-100) 03/12/2018

Editing We will discuss this in detail in lecture 4 Business Communication (BUS-100) 03/12/2018

Tutorial The tutorial will explore the pre-writing stage of the writing process Business Communication (BUS-100) 03/12/2018

Next Class Referencing Business Communication (BUS-100) 03/12/2018