Three step writing process

three step writing process, Importance of Written Communication in Business

1. Topic: Three Step Writing Process

2. Importance of Written Communication in Business There are different forms of communication in business, such as verbal, nonverbal and written. Each of these communication forms is significant. However, written communication usually requires more thought and effort. Writing must be concise, informative and easy to read as both an informative and instructional tool .

3. Written communication is also important for business advertising. Small companies need to promote their businesses to potential consumers and business customers. Written advertisements include direct mail pieces such as sales letters and brochures, magazine display ads, fliers, Internet ads and catalogs. Advertising is designed to attract attention then compel people to purchase products.

4. What is three step Writing Process? The  three step writing process  is used to communicate both routine and persuasive messages in the work place. This  process  involves planning , writing  and completing to help you create a finished, written piece.

5. Plan: During this phase, writers may  plan  for  writing  by drawing pictures, making lists, brainstorming, using graphic organizers.

6. 1. Analyze Your Situation

7. Chapter 4 - 7 Defining Your Purpose General Purpose To Inform To Persuade To Collaborate Specific Purpose What You’ll Accomplish What Audience Will Do What Audience Will Think

8. Analyzing Your Purpose Copyright © 2017 Pearson Education, Inc. Chapter 4 - 8 Will the Message Change Anything? Is Your Purpose Realistic? Is the Timing of the Message Right? Will Your Purpose Be Acceptable?

9. Copyright © 2017 Pearson Education, Inc. Chapter 4 - 9 Developing an Audience Profile (1 of 2)

10. Copyright © 2017 Pearson Education, Inc. Chapter 4 - 10 Developing an Audience Profile (2 of 2)

11. 2 . Gathering Information (LO 3) Discuss information-gathering options for simple messages, and identify three attributes of quality information.

12. Informal Techniques for Gathering Information Consider the audience’s perspective. Listen to the community. Read reports and company documents. Survey supervisors, colleagues, customers. Ask your audience for input.

13. Providing Required Information Is the Information Accurate? Is the Information Ethical? Is the Information Pertinent?

14. 3. Selecting the right medium

15. Oral medium advantages disadvantages 1. restrict participation 2. No verifiable evidence of communication, unless recorded 3. Reduce the communicator’s control over the message 4. Cannot edit spoken words 1. provide opportunity for immediate feedback 2. Allow interaction 3. Nonverbal cues in the tone 4. Express emotions within the message

16. Written communication advantages Allow you to control the message Reach geographically dispersed audiences Offer verifiable record Minimize distortion Can be use to avoid interaction De-emphasize emotions disadvantages Not conducive for immediate feedback Lack of nonverbal cues Often take more time and more resources to create and distribute May require special skills to print and distribute

17. Visual communication advantages Can convey complex messages easily Often less intimidating Reduce the burden on audience to figure things out disadvantages Require artistic skills Require technical skills Require more time to create

18. Electronic communication advantages Deliver messages quickly Reach geographically dispersed audiences Offer the persuasive power of multimedia formats Can increase accessibility and openness in an organization Disadvantages Are easy to overuse Privacy risks with confidential data Security risks, like viruses Frequent interruptions

19. 4. Organizing your ideas Direct Approach Use when you know your audience will be receptive a. Positive messages Indirect Approach Use when you know your audience a. begin softly b. consider impact of your message c. Negative messages

20. Outlining your information Main idea Major points – details Facts Examples Description Narration Reference Visual aids Illustrate with evidence

21. Write: Adapt to your audience Be sensitive to audience needs by using a “You” attitude, politeness, Positive emphasis, and unbiased language. Build a strong Relationship with your audience by establishing your credibility and projecting image. Control your style with conversational tone, plain English and appropriate voice. Compose the message Choose strong words that will help you create effective sentences and coherent paragraphs.

22. The “You” attitude Instead of this To help us process We are pleased to announce We offer MP3 players You should never use You must correct write this So that your order can be filled Now you can take advantage Select your MP3 player That type of paper doesn’t All five copies must be corrected

23. Standards of Etiquette Instead of this Once again, you’ve managed You’ve been sitting on our order Write this Let’s review the last website Our production schedules depend on the timely delivery of parts, but we have yet to receive the order you promised to deliver…

24. Emphasizing the Positive Instead of this It is impossible to repair We apologize for inconveniencing you We wasted $300,000 Write this Your computer can be ready The rennovations that are under way will help us serve you better Our $300,000 advertisement did not pay off;

25. Using bias-free language Instead of this The problem with this department is a failure… You failed to provide the necessary information We will notify all three credit Bureaus Cheap merchandise Failing Write this The performance of this department can be improved Please review the items marked Paying you overdue bill within 10 days will prevent a negative Inexpensive Underperforming

26. COMPLETE Revise the message Evaluate content and review readability, edit and rewrite for conciseness and clarity. Produce the Message Use effective design elements and suitable layout for a clean, professional appearance.

27. Cont … Proofread the message Review for errors in layout, spelling and mechanics. Distribute the message Deliver your message using the chosen medium, make sure all document and all relevant files are distributed successfully.

28. End