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

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

3. Normal Writing Take your time Organise your thoughts Write and rewrite
Business Communication (BUS-100)
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4. The Writing Process Introduction Business writing
Communication strategies
Deciding to write
Writing Stages
Business Communication (BUS-100)
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5. Business writing is not like normal writing…
Business Communication (BUS-100)
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6. Business Writing Work under huge time pressure
Must write quickly and under pressure
Must be accurate
Must be succinct
Business Communication (BUS-100)
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7. Business Writing Deadlines to meet Clients to please
Meetings to schedule
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8. Business Writing We must learn how to increase efficiency
Objective: WRITE FASTER!
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9. 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)
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10. Business Writing Set Communication Strategy
Decide whether to write or not
Split writing into stages
Business Communication (BUS-100)
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11. The Writing Process Introduction Business writing
Communication strategies
Deciding to write
Writing Stages
Business Communication (BUS-100)
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12. Communication Strategy
Covered in lecture 11
Business Communication (BUS-100)
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13. The Writing Process Introduction Business writing
Communication strategies
Deciding to write
Writing Stages
Business Communication (BUS-100)
03/12/2018

14. Business Writing Set Communication Strategy
Decide whether to write or not
Split writing into stages
Business Communication (BUS-100)
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15. “To write or not to write, that is the question”
Business Communication (BUS-100)
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16. Do I write? Do you have an important reason to write?
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17. Do I write? Reasons: Someone has asked you to Way to stay organised
Good format for making mistakes
Business Communication (BUS-100)
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18. 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)
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19. 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)
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20. 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)
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21. I will write
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22. Business Writing Set Communication Strategy
Decide whether to write or not
Split writing into stages
Business Communication (BUS-100)
03/12/2018

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

24. Stages
It will be more efficient to split your writing into the five stages of the writing process
Business Communication (BUS-100)
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25. Stages Gathering Organising Focusing Drafting Editing
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26. Stages Gathering Organising Focusing Drafting Editing
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27. Gathering This is the first step
There are different ways to go about it…
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28. Gathering Option 1: Collect from outside sources
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29. Gathering Books Files Financial Statements Printouts Websites
Interviews
Etc.
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30. Gathering Option 2: Be more intuitive USE YOUR BRAIN
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31. 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)
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32. 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)
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33. Stages Gathering Organising Focusing Drafting Editing
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34. Organising Once you have enough info, you must organise your thoughts.
Many different ways of doing this…
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35. Organising
This should be a way for you to visualise your information, such as…
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36. Organising A traditional outline A mind map A pyramid shaped chart
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37. Organising A traditional outline A mind map A pyramid shaped chart
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38. Outline Use different labels (bullets and/or numbering) 1,2,3; a,b,c;
i,ii,iii;
For items of different importance
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39. Outline 1. Section Title Main Point 1 Supporting point 1
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40. Organising A traditional outline A mind map A pyramid shaped chart
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41. Mind Map
Put the main point in the middle and supporting points around it
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42. Business Communication (BUS-100)
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43. Lets make a mind map on… ?
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44. Organising A traditional outline A mind map A pyramid shaped chart
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45. Pyramid Chart Main ideas on top
Ideas get more specific as we work our way down
In the core text page 39
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46. Stages Gathering Organising Focusing Drafting Editing
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47. 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)
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48. Focusing Skimming Teaching 2 minute Summary
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49. Skimming Imagine the reader “skimming”
Skimming = to read very fast, focusing on main points, not details
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50. 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
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51. 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)
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52. 2 minute summary “2 minute summary” “Boss Summary”
Imagine your boss wants you to tell him/her about your report in two minutes
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53. 2 minute summary “2 minute summary” What would you say?
What would you talk about?
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54. Focusing Use one or many of these or other techniques
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55. Focusing Now you have an organised, focused list.
You may find now you have to go back and get more information
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56. Focusing
This is fine!
Go back and research and organise more if necessary.
At least you know your shortcomings
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57. 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)
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58. Writing Once we are done prewriting, we must go to the writing phase.
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59. Stages Gathering Organising Focusing Drafting Editing
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60. Drafting The first stage of writing Business Communication (BUS-100)
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61. Drafting Write in any order:
Don’t worry about writing Introduction – Main Body - Conclusion
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62. Drafting Write in whatever order is the easiest for you
Many people say to write Introduction last (I do)
Business Communication (BUS-100)
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63. Drafting Avoid editing or correcting
Drafting should be creative, not technical
Leave editing for after draft is done
Business Communication (BUS-100)
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64. 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)
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65. Drafting Take your time.
After you are done drafting, take a break, relax before editing.
Why?
Business Communication (BUS-100)
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66. Drafting Take your time
This will give you time to organise your thoughts
Business Communication (BUS-100)
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67. Stages Gathering Organising Focusing Drafting Editing
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68. Editing Edit for content Read through your paper
Make sure it says what you want it to
Business Communication (BUS-100)
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69. Editing We will discuss this in detail in lecture 4
Business Communication (BUS-100)
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70. Tutorial
The tutorial will explore the pre-writing stage of the writing process
Business Communication (BUS-100)
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71. Next Class
Referencing
Business Communication (BUS-100)
03/12/2018