2. 2 Business Writing 101 & Beyond Presenter ■Lorie Lawson Program Manager Sacramento County DCSS Moderator ■Sherry Thurn Supervising Child Support Officer Sacramento County DCSS

3. 3 Writing, Why Should I Care? BUSINESS IS CONDUCTED BY THE WRITTEN WORD. WRITING QUALITY IS A REFLECTION ON THE WRITER. A GOOD WRITER IS HARD TO FIND.

4. 4 What is good writing? ■IN THE BUSINESS WORLD, GOOD WRITING IS THAT WHICH CLEARLY AND SUCCINCTLY CONVEYS THE WRITER’S MAIN IDEA AND ANY SUPPORTING POINTS.

5. 5 Workshop Objectives ■Preparation & Organization  7 Steps to Better Business Writing ■Basic Grammar ■Punctuation  Punctuation Rules ■Proofreading ■Changes in rules ■Resources

6. 6 Preparation & Organization The 7 Steps to Better Business Writing 1. Consider your audience. 2. Know your purpose. 3. Organize your thoughts. 4. Write like you talk. 5. Re-read and revise. 6. Get feedback. 7. Proofread.

7. 7 7 Steps to Better Business Writing 1. Consider your audience. - Who will read what you’re writing? - Your workforce – consider their education and/or knowledge level. - Your industry partners vs. the public – your writing should speak to the reader.

8. 8 7 Steps to Better Business Writing 2. Know your audience. - What do you want to say? - What result do you want to obtain? 3. Organize your thoughts. - Identify your key points in an outline prior to drafting your document.

9. 9 7 Steps to Better Business Writing 4. Write like you talk. - Your first goal should be clarity. Write plainly and to the point. 5. Re-read and revise. - What to look for when editing. - Structure, wordiness, punctuation.

10. 10 7 Steps to Better Business Writing 6. Get Feedback. - Develop a writing ally to provide you constructive feedback. 7. Proofread. - Check your work, re-check your work, have someone else check your work. - Do proofreading the next day if you can.

11. 11 Grammar & Punctuation ■Word Choice.  Use natural expression.  Don’t try to be someone you’re not.  Less is more.  Use short, succinct sentences as opposed to long, winding sentences.  Remember the goal is clear, succinct communication.  Do not fall in love with your words.

12. 12 Grammar & Punctuation ■Examples of Word Choice Alternatives.  Instead of: It has become apparent that…  Write: Apparently…  Instead of: It is inefficient, wasteful and a poor use of available resources.  Write: It is inefficient.  Instead of: Utilize  Write: Use

13. 13 Grammar & Punctuation ■Sentence Structure  Incomplete sentence - contains a subject and verb but doesn’t express a complete thought.  Run-on sentence – two or more complete ideas that are joined without punctuation. ■Key Notes  Count the number of words and shorten longer sentences.  Errors tend to lurk in the middle of long sentences- don’t lose your train of thought.  In compound sentences, read each of the complete sentences separately to ensure proper punctuation is used.

14. 14 Grammar & Punctuation ■Frequently Misused Words  Refer to handout.  Frequently Misspelled Words  Refer to handout.  Look for a “hook” to help remember spellings.  Use a dictionary or thesaurus.  Use spell-check but don’t depend on it.

15. 15 Grammar & Punctuation ■Punctuation  Punctuation marks are road signs for the reader.  Run-on sentences occur due to a lack of punctuation. Short and choppy is not good but it is better than long and rambling.  Commas vs. semi-colons vs. periods. Commas = a pause. Semi-colons = a little longer pause. Periods = a full stop.

16. 16 Grammar & Punctuation ■The Run-on and on and on…in need of punctuation.  The obligor on this case who was on aid but is no longer and is on contempt probation and has a seek work order called yesterday to say he is self-employed and the mom wants to waive her arrears, get his driver’s license back and clear his bench warrant what do you think?

17. 17 Grammar & Punctuation ■The obligor on this case, who was on aid but is no longer, is on contempt probation and has a see work order. He called yesterday to say he is self-employed. He also said the mom wants to waive her arrears. He is asking to get his driver’s license back and clear his bench warrant. What do you think?

18. 18 Grammar & Punctuation ■Comma vs. colon vs. period.  There is a wage assignment in place, and the obligor is in compliance.  There is a wage assignment in place; the obligor is in compliance.  There is a wage assignment in place. The obligor is in compliance.

19. 19 Punctuation Rules ■Punctuation Rules  Use a period after each number in a list printed vertically.  Use a question mark at the end of a declarative statement that you want to emphasize believing the statement.  Use a comma to separate two or more adjectives that equally modify the same noun.  Use a comma before the conjunction in a compound sentence. However, if the two independent clauses are very short, you do not need the comma.  Use a semicolon to separate items in a series when those items contain punctuation such as a comma.  Use a colon to introduce a list that appears after an independent clause.

20. 20 Punctuation Rules ■Punctuation Rules cont’d…  For a one syllable, singular noun that ends in possessive, add ’s.  If a singular noun has more than one syllable and ends in –s it is acceptable to use ’s OR to use only an apostrophe after the –s. (It is important to remain consistent.)  Place quotation marks around words, letters, or symbols that are slang or being discussed or used in a special way.  If the ellipsis comes at the end of your sentence, you still need end to use punctuation, even if it is a period.  Use a hyphen to form some compound words, especially compound adjectives that appear for the nouns they modify.  Use a dash to attach an afterthought to an already complete sentence.

21. 21 Proofreading ■Create Positive Environment  Know the project timeline & deadlines..  Proofread during your “prime time.”  Limit distractions.  Clear your work space.  Have necessary reference material within reach.  Create a comfortable work environment.  Stand up to get more energy.

22. 22 Proofreading ■Proofreading Methods  Proofread several times – step away & come back later.  Read aloud: The “see and say” method will highlight punctuation errors as well as missing words.  Partner proofreading: One reads from one copy while the other follows along with another copy.  Read the document backward, word by word.  Give it to someone else to proofread.  Use a pacer – a brightly colored piece of paper as a rule guide – line by line, from top to bottom, bottom to top and backward.  Print out copy – double space, change font style.

23. 23 Business Writing Quiz ■For each item in the quiz, you choose the sentence(s) you believe is written correctly. ■A hard copy of the answers with an explanation will be provided today. ■Business Writing quiz available at no cost online at www.businesswriting.com.www.businesswriting.com

24. 24 Rules Evolve ■Grammar and punctuation rules evolve over time. The changes occur through a transition of use. At some point, the “use of” causes the change to become permanent/acceptable. ■Currently in transition is the writing of a.m. & p.m.  It’s changing to AM & PM. ■A couple of changes that have occurred over the past few years that have become acceptable are:  The spacing between sentences – one or two is acceptable.  Prepositions at the end of a sentence – it’s acceptable now.  Comma before “and” in a series – comma or no comma?

25. 25 Comma or no comma? ■Practice had been to leave the comma out before the “and”.  The deceased’s inheritance is to be split equally between John, Kelly and Michelle. ■A court decision has motivated writers to now put it in because it makes the list clearer.  The deceased’s inheritance is to be split equally between John, Kelly, and Michelle.

26. 26 Reference Resources ■The Gregg Reference Manual, Tenth Edition. William A. Sabin. ■How to Create High-Impact Letters, Memos and Email. Pat Cramer and Debra Smith ■www.businesswriting.comwww.businesswriting.com

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