1. Business Writing Overview

2. Barriers to Communication  Verbal Barriers Inadequate knowledge or vocabulary Differences in interpretation Language differences Inappropriate use of expressions Over abstraction Ambiguity Polarization  Nonverbal Barriers Inappropriate or conflicting signals Differences in perception Inappropriate emotions Distractions

3. Communication Cycle Reader Receives the Message (stimulus) Reader Reads the Message Reader Must Understand the Message Reader needs to Act

4. PDA  Purpose  Details  Action DocumentExpected Reader Action Sales letter which describes a trip to Alaska Purchase the trip Letter requesting a recommendation Provide the recommendation Proposal to purchase a new computer Approve the proposal Letter asking for a jobGrant interview or give writer the job

5. Rhetorical Awareness  Purpose  Audience  Stakeholders  Context http://owl.english.purdue.edu/owl/resource/624/1/

6. User Centered Design  Focus on Audience  Expectation(s)  Characteristics  Goals  Context  Identify Audience Needs (Details)  Who, What, Where, When, Why, How or How Much http://owl.english.purdue.edu/owl/resour ce/629/02/

7. Audience Analysis  Primary  Secondary  Shadow  Stakeholders Questions to ask before writing  What is your relationship with the audience?  How will the audience react?  What does the audience already know?  What is unique about the audience?

8. Document Organization http://owl.english.purdue.edu/owl/resource/548/1  Explain purpose and present main ideas  What is this?  Why am I getting it?  What you do want me to do?  Logical progression of ideas  State most important information first  Keep like information together  Organize each paragraph around one main idea  Begin each paragraph with one key sentence

9. Document Design  Format must conform to document  Resume, cover letter, memo, report, email  Easy to locate information  Key points use bold, underline or italics  Clear headings and subheadings  Improve readability with indentation or bullets HATS, http://owl.english.purdue.edu/owl/resource/632/01/http://owl.english.purdue.edu/owl/resource/632/01/

10. Document Development A.Persuasive B.Informative C.Concise  Provide background information  Use specific examples to support  Use charts, diagrams and tables  Eliminate noise  Proof for clarity, further explanation, details http://owl.english.purdue.edu/owl/rresource/548/1

11. SituationSubject Line Purpose StatementDetailsExpected Action Ask your supervisor to take a course, attend a workshop, or attend a national conference for reimbursement (funding for this is encouraged) Inform classmates of the procedures required to log in to student portal, student email, PC login in computer lab Summarize progress made in the planning of a student sponsored event (fundraiser, service project, guest speaker, other) Request the purchase of new furniture/technology for student lounge and study areas on campus Inform students, faculty and staff about technology procedures to follow to access student email, student portal, AU website and computer login Summarize the status regarding career fair exhibitors

12. Choose the Right Words  Write Clearly  Accurate and complete  Familiar words; write to express not to impress  Specific, concrete language  Avoid dangling expressions  Avoid clichés, slang, jargon  Write concisely (redundancy and wordiness)  Write Effective Sentences  Simple sentence  Compound sentence  Complex sentence  Sentence variety

13.  Active vs. Passive Words  Parallel Structure

14. Use Appropriate Tone  Write confidently  Use a courteous and sincere tone  Use appropriate emphasis and subordination  Use positive language  Stress the YOU attitude