Writing Orientation

DAY 1

Writing orientation
Introduction, goals

Binod Bhattarai 9851025230; bbhattarai2006@gmail.com

Name: Academic background. Discipline. What do you do? How much writing do you do at work or during free time?

Writing orientation
Introduction, goals

Binod Bhattarai 9851025230; bbhattarai2006@gmail.com

Why write? What to write? What do you plan to write? Is writing important in business? Is writing important to you as an individual?

Writing orientation
Introduction, goals

Why write?
Write down at least one reason why you need to write in business.

Writing orientation
Why write? (Fiona Talbot. How To Write Effective Business English. 2009)

To inform or record For compliance To seek information To write specifications To achieve a standard To write reports with recommendations To persuade To promote services.

Writing orientation
Why write? (Fiona Talbot. How To Write Effective Business English. 2009)

To engage interest and involve To get the right results To sell To support customers To improve life for customers To eat, breathe and live our vision.

WHAT ELSE?

Writing orientation
Why write? (Fiona Talbot. How To Write Effective Business English. 2009)

Readers judge writing for what it is.

You read product specifications before buying You judge individuals and companies from what they have written Poor writing can result in complaints, even lawsuits. Poor writing could cause companies to lose customers for ever.

Writing orientation
Why write? (Fiona Talbot. How To Write Effective Business English. 2009)

No body language signals in writing.

Body language 57%, Voice 38%, Words 7%

Writers therefore need to think twice, spell-check in fact, double-check and make sure that their words are saying what they mean them to say.

Writing orientation
English standard/ local (Fiona Talbot. How To Write Effective Business English. 2009)

English used for global business has its

variations.

To take notice of safe, the slippery are very crafty = Warning: slippery path. In a gym: The treadmill is in the middle of repairing = The treadmill is being repaired.

Writing orientation
Language and culture. (Fiona Talbot. How To Write Effective Business English. 2009)

How do you use English (cultural)

North European fairly structured and direct. Traditional British A tendency to waffle (because the language has a rich vocabulary).

Default structure of business writing: main

points, discussion of impact, then further information.

Writing orientation
HOME WORK TOPICS

Technology in business Effective corporate communications Financing Nepals real estate Ban on use of tobacco in public places Remittances in the Nepali economy. Topic of your choice

Writing orientation
HOME WORK LOGISTICS

Word limit: 100 words 12 points; Times new roman. Submit as an attachment in Word 2004-07 or lower, by midnight on Monday by email to: bbhattarai2006@gmail.com

Writing orientation
Language and culture. (Fiona Talbot. How To Write Effective Business English. 2009)

How do you use English (cultural)

Asian extremely polite, formal, self-effacing communication.

Structure of writing: likely to have a stronger focus on introduction, setting a respectful tone, developing rapport, and then ending on the main points (which may be implied rather than enumerated). What is your cultural writing style and how you may need to adapt to the cultures with which you do business?

Writing orientation
Writing in English (Fiona Talbot. How To Write Effective Business English. 2009)

Step-by-step writing for non-native speakers

Identify the thought effectively in your own language. Translate it correctly from your own language into English. Convert the thought captured in English into the correct written English word. Then make sure that the correct written English word is actually the one that your readers can interpret correctly.

Writing orientation
Pitfalls of translation. (Fiona Talbot. How To Write Effective Business English. 2009)

Over-complicated or incorrect messages; Focusing on the specific words rather than the
overall meaning; Losing sight of the normal business need to write a call to action.

Writing orientation
Business writing as communication (Fiona Talbot. How To Write Effective Business English. 2009)

We communicate basically by speaking and writing. (Read the following)

Identifying business writing has to be about messages. Present them you should then in a key that will engage readers attention and make them want way to read more.

(Distorted)

Writing orientation
Business writing as communication (Fiona Talbot. How To Write Effective Business English. 2009)

When message is distortedReaders are

Unimpressed, they might walk away from the message and from the business that it belongs to. Might also tell others the bad news. Might try to work out a meaning: they might decipher it wrongly and do nothing. Or, they might take the wrong action. Cannot understand and they need to ask for clarification. Might be offended and not tell you. Might complain to you.

Writing orientation
Business writing as communication (Fiona Talbot. How To Write Effective Business English. 2009)

Business writing has to be about identifying key messages. You should then present them in a way that will engage readers attention and make them want to read more. (Clear)

Writing Orientation
Introduction, goals

You are not writing to impress or show off your knowledge and vocabulary be
1. Purposeful: specific purpose 2. Audience-centered 3. Precise: Save time for others
(Source: Bovee, Thill & Schatzman)

Writing orientation
Introduction, goals

With $5 billion being wiped off the share value of his company overnight, a difficult future trading environment ahead and his beloved West Ham football club close to the relegation zone, BP chief executive Tony Hayward might have been in a tetchy mood. But he bounces into the boardroom with his trademark shy smile in place
(The Guardian, THT Feb 28; tetchy = bad tempered, irritable)

Writing orientation
Introduction, goals It is sheer negligence and betrayal of the publics trust that the Constitution is not being written on time. It is a betrayal on the politicians part that the Constituent Assembly (CA) is not going to promulgate the Constitution in the stipulated time. Even after the trust and confidence vested in it by the public, the CA is not doing enough to draft the main law of the land though it has enjoyed enough time provided to perform its work. (THT Feb 28)

Writing orientation
Academic vs. Business writing (Fiona Talbot. How To Write Effective Business English. 2009) Academic writing requirements

Structured essays, research papers and theses. Marked on the basis of how well students have
managed to access the right information, process this, show prose-composition skills and accuracy, and conform to a standard presentation format.

Writing orientation
Academic vs. Business writing (Fiona Talbot. How To Write Effective Business English. 2009) Academic writing requirements Structure involves a beginning (topic and purpose), a middle (evidence and argument, or thesis) and an end (conclusion). The words and tone used must be relevant for the world of academe.

This can often require a formal, passive style

(objectivity rather than subjectivity); an extensive, specialized vocabulary can gain marks.

Writing orientation
Academic vs. Business writing (Fiona Talbot. How To Write Effective Business English. 2009) Business writing requirements

Need to know how to access the right information and

process it. You need to be accurate too. Some companies also require you to follow a standard house style.

A recent evolution: There are fewer occasions when

business writing is seen to have the academic-style beginning, middle and end structure (other than in certain formal reports).

Writing orientation
Academic vs. Business writing (Fiona Talbot. How To Write Effective Business English. 2009)

You can use I in business writing People say, We were taught at school that we cannot use I and we in the same sentence in a letter, or You cannot write I in business; it must always be we. It is changing: Many companies feel that a key driver of business success is empowerment of the individual. It is about everyone being given the power and encouragement to make a difference within their organization. There may be no I in team but you can use I and we within your sentences.

Writing orientation
Academic vs. Business writing (Fiona Talbot. How To Write Effective Business English. 2009) Example

Dear Sir,
Re: Policy XYZ It has come to the companys attention that the aforementioned policy that is about to expire has not yet been renewed. I have enclose a renewal form, which you need to return within seven days, otherwise you will no longer be afforded cover. Yours faithfully

Writing orientation
Academic vs. Business writing (Fiona Talbot. How To Write Effective Business English. 2009) Example

Dear (clients name) Invitation to renew your policy We would like to invite you to renew your policy, which is shortly due to expire on (date) and would like to ensure that you continue to have the cover you need. So please could you read, then complete as necessary, the enclosed renewal form, and return it to at (address) us by (date)? If you have any questions in relation to this letter, please do not hesitate to contact me on (telephone number and/or email address).

Writing orientation
Group work in class (15-20 minutes)

Nepals share market. Nepals real estate bubble. Load-shedding in 2011. Social media and business

Writing orientation
The Right style (Fiona Talbot. How To Write Effective Business English. 2009)

Therefore, although obviously we cannot make any

assessment about the matter in hand on this occasion, we will nevertheless take cognizance of the contents of your letter and will forthwith forward a copy thereof to the managing director who has the appropriate responsibility for investigating any issues raised.

Done. Thanks loads .

Writing orientation
The Right style (Fiona Talbot. How To Write Effective Business English. 2009)

The first example is extremely formal English and quite

old-fashioned in feel.

Barrier words: therefore, obviously,

nevertheless and forthwith.

Correct English, but they can make readers feel

distanced. The majority of readers will probably view the writer as condescending towards an inferior reader, rather than communicating with a valued customer.

Writing orientation
The Right style (Fiona Talbot. How To Write Effective Business English. 2009)

Done. (Usually in emails) Have you completed this action? Yes./ Done. One word responses are irritating. Yes I have./ I have done that are less curt and more polite. Thanks. Loads . The third example is informal in the extreme, yet used in business today. It does convey goodwill. But many find it unprofessional and do not feel it is appropriate for corporate communication but ok for internal/informal writing to known recipient. (But emails are also forwarded)

Writing orientation
The Right style (Fiona Talbot. How To Write Effective Business English. 2009)

Best to take a middle course, a median between an overly formal or overly informal style. It could work best, to avoid unnecessarily confusing styles and even offence.

Writing orientation
The writing process

1. Planning
2.
Writing

3. Completing

Writing Orientation
Bovee, Thill & Schatzman

Planning
ANALYSE: purpose, put aside time, then profile your audience INVESTIGATE: formal and informal research based on what audience wants ADAPT: right channel and medium

Writing Orientation
Bovee, Thill & Schatzman

Writing
ORGANIZE: define main idea, limit scope, group points, choose direct or indirect approach COMPOSE: style balance between formality and conversational tone. Choose words to create effective sentences and paragraphs

Writing Orientation
Bovee, Thill & Schatzman

Completing
REVISE: Evaluate content, review readability, edit, rewrite and check for clarity and conciseness PRODUCE: Use effective design, delivery PROOFREAD: Review for errors in layout, spellings, and mechanical problems.

Writing Orientation
Bovee, Thill & Schatzman

HALF of your time for planning

LESS THAN QUARTER OF TIME for writing

REMAINING TIME for completing project

Writing at university
Content: Shields

The discipline of presenting information and

ideas clearly, logically can help you to better understand the issues.

It comes from what you decide to include,

what to emphasize and how to illustrate what you mean.

Writing at university
Content: Shields

Facts and ideas must be included (But

your teacher will also know about these)

Communicate your interpretation and

understanding of the subject
(This is what your teacher does not know)

Writing at university
Content: Shields

Writing is not clear When it may be clear to you. It happens when writers forget their topic and the readers for who the writing is intended. You cannot say I meant this it has to
reflect in the writing.

Writing at university
Content: Shields

Standards for university level writing (UK)

Respect for everybody within the culture Respect for learning Respect for intellectual property Fairness Equal rights and non-discrimination Independent learning

Writing at university
Content: Shields

Write two short messages

An email (or text message) to a close friend who was with you last night, and whom you have arranged to meet after class An email to your teacher (with whom you had an appointment) You must mention that you are unable to meet both as planned because you have a bad hangover from last night.

Writing at university
Content: Shields
How would you write the two messages? Would they be identical? Because the reasons are same (cancelling appointment) That points to two fundamental considerations of written communications: The AUDIENCE (WHO is the reader) The PURPOSE (WHAT are you writing)

Writing at university
Content: Shields
There are two additional considerations, that make up your content: The content (WHAT) The organization (HOW These determine Choice of information and words Grammar and sentence construction The mechanics (spelling, punctuation) The style (formal or informal)

Writing

sample

Dear Raneej, Cannot make it as planned today. I must admit I have a terrible hangover. Can we reschedule for tomorrow? Coffee on me buddy. Regards. Dear Mr. Bhattarai, I regret to inform you that I will not be able to see you at your office as planned today. I am filled with remorse and shame to admit that I have a terrible hangover and dont know if I can ever request another appointment to see you. As repentance, I have decided to tell you the truth rather than make up an excuse. I still need to see you and discuss my research topic and would be grateful if you forgive me for my carelessness and agree to see me again. Sincerely,

Writing at university
Content: Shields
The four questions WHO, WHAT, WHY and HOW must be answered for having a clear message WHO (reader) An essay teacher, friends A newspaper article general public WHY (because you have to) To show what you know and engage in thinking and learning.

Writing at university
Content: Shields
WHAT (the content) Here you need to select relevant information. This happens when you have understood the question. HOW Reports: clear structure and headings Essays: Continuous prose All academic writing: formal style, accurate grammar, spelling and punctuation.

Writing at university
Content: Shields
TYPES OF WRITING AT UNIVERSITY Summaries Essays Project reports Dissertations Research papers/articles Exam answers Journal articles Book/ chapter reviews Case studies/analysis

REPORT

ESSAY

Purpose

To convey specific information To present information, data and results

To show how you have understood the question To present an argument or ideas in response to questions Meant to be read carefully Does not usually use numbered sections

Reader/Purpose Format/style

Meant to be read quickly Numbered headings and subheadings

Referencing/style
Structure/style Visuals/style Style/writing Structure

May not need in-text citations and bibliography

Short concise paragraphs and bullets Uses visuals Mixture of styles Several conclusions: depending on TOR

Always needs in-text citations and referencing

Links ideas into cohesive paragraphs Rarely uses visuals Formal style One conclusion which answers the question

Writing at university
Content: Shields

Writing steps

Pre-writing Drafting Revising Editing These steps are not separate and unrelated but overlap.

Writing at university
Content: Shields

Pre-writing

Reading the assignment carefully Analyzing it Drawing up a rough plan Sourcing the necessary data/info Reading widely and in-depth Taking and making notes Discussing ideas and information with others

Writing at university
Content: Shields

Drafting

Arranging your ideas into some kind of structure to give the essay a shape. Writing paragraphs to connect ideas. Thinking about form and function: language and style (dont worry about this too much at this stage but just think and write). Get the first draft out of the way ASAP to make sure you dont lose the train of thought.

Writing at university
Content: Shields

Revising

Re-drafting or re-writing and even re-planning. You have clearer idea on what you want to say now you should think about reader and purpose. Refine arguments, examine evidence. Re-organize, re-phrase and re-examine your views. Reading aloud or asking a friend to read it can also help spot the grey areas.

Writing at university
Content: Shields

Editing

Check you have followed all the conventions, rules and instructions of the course. Check spelling, punctuation, grammar, references. Consider the presentation (layout) of essay.

Writing at university
Shields

Summary

You are expected to communicate effectively. Essay writing is a process and each stage is purposeful. Process is cyclical and develops learning and writing experience.

Writing at university
Shields
Current writing skills (self-assessment) (1-poor 5excellent)
Taking notes from reading. Reading critically. Analyzing essay questions. Organizing information. Structuring an essay. Writing good paragraphs. Writing good introductions and endings. Referencing. Revising and editing.

Writing at university
Content: Shields EXAMPLE: Our last 5 years annual report and NTAs website information shows that though we are retaining number one position in Nepals telecom market, our growth rate motion is very sluggish compared to our competitors Frog hopping growth rate. From my various case studies within NT and my last months APT seminar visit in Japan and discussion with many international telecom operators, I concluded that one of our major draw back relates to inefficient internal and external communication style.

Writing at university
Content: Shields
EXAMPLE: All of we know that communication is a key factor of success or failure of any organization. And of course our office is also a service motive organization and a customer dealing is a regular practice here. In such situation, a good and effective communiation skills must be present with office personnels to handle customer relation in effective and efficiently. What today happened in office leads to condition of tomorrow. In such situation, where did our office communication stands? and what role is it doing in our success or failure? What I think is this is a very sensitive matter of course and must be taken seriously

Writing at university
Content: Shields

EXAMPLE: It is with great pleasure I am informing you about the successful completion of China Sales mission 2009 by our company. The enthusiasm shown by the tour operators from both Shanghai and Beijing to work with us is overwhelming. I had the opportunity to personally get in touch with few operators and have already sent our tour department the bookings from Southern China Tours for Summer-2010. Hopefully other agents will also respond in similar manner.

Written communications
USE bias-free language You may think you are sensitive, unbiased, ethical and fair. But being fair and objective is not enough. For establishing a good relationship with your audience you must also appear to be fair. Bias-free language helps in avoiding unethical, embarrassing mistakes in language related to gender, race, ethnicity, age and disability.

Written communications
How to avoid bias? Avoid sexist language and use same label for all (dont call a woman a chairperson and a man a chairman, manpower vs. human resources).

Avoid language suggesting that members of a racial or ethnic group has stereotypical characteristics. Avoid identifying people based on race or ethnicity unless such a label is relevant Mention age only when relevant, avoid stereotyped adjectives such as spry (active) and frail.

Written communications
How to avoid bias? Avoid sexist language and use same label for all (dont call a woman a chairperson and a man a chairman, manpower vs. human resources). Avoid language suggesting that members of a racial or ethnic group has stereotypical characteristics. Avoid identifying people based on race or ethnicity unless such a label is relevant Mention age only when relevant, avoid stereotyped adjectives such as spry (active) and frail. No painless label exists for people with physical, mental, sensory or emotional impairment. Focus on person, not disability. If you have to mention disability avoid handicapped, crippled, retarded

Written communications
How to avoid bias?

Gender bias: Words with man mankind, manmade, foreman (supervisor) Using he to refer to everyoneA typical manager spends his leisure hours playing golf
Racial ethnic bias: My black assistant is more careful than I am Age: Bimala Surname, 35, has joined the research department. Disability: An epileptic, Tracy, has no trouble doing her job Tracys epilepsy has no effect on her job performance

Ethical Standards

Plagiarism is stealing. Always attribute fairly.

Check list (US Society of Professional

Journalists)

Have I carefully attributed any material that is not my own? Am I working from my notes, or from my head? If from my head, am I certain I am not taking out of my own memory someone elses phrase or sentence?

 Standards

Is the idea I am discussing sufficiently different from anything I have read that reasonable people will recognize the difference between my writings and the writings of others on the topic? Am I well enough informed about the topic to be able to recognize potential problems with my words? Have I encouraged others to read my work to see if it triggers any memories that might indicate plagiarism?

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 Standards
Only quote directly what is actually said or
written. Otherwise paraphrase. Meaning and context should be accurately reflected.

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 Standards
In surveys from 2006-10 by Donald L.
McCabe, a co-founder of the Center for Academic Integrity, about 40% of 14,000 undergraduates admitted to copying a few sentences in written assignments. The number who believed that copying from the Web constitutes serious cheating is declining. (29 % from 34%) Trip Gabriel, New York Times

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 Standards
Assessing, testing or grading student writing is
often framed as the worst aspect of the job of teaching student writers.

Pat Belanoff describes grading as, the dirty

thing we have to do in the dark of our own offices (1991, 61). Brian Huot. ISBN 0-87421-470-X (E-BOOK)

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 RULE FOR THIS CLASS

If you are caught/discovered to have plagiarized you will be awarded a zero score without exceptions!

Cite or attribute sources when you do take stuff from others (from books, web, etc.)

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