ClassesYouValue- Online Business Writing Class

September 30, 2013

ClassesYouValue 702-446-0285 Website: http://www.classesyouvalue.com/Kymberly-Williams-Evans/Write-To-Be-Read.html

I hear and I forget.

I see and I remember.

I do and I understand.
-Confucius

Learning Objectives
The participant will be able to:

Plan an effective business document.

Organize business documents for maximum impact. Describe common grammar errors and how to fix them.

Identify tools to help edit and proofread documents. Review the dos and donts of email writing.

The Business Writing Process

Planning Stage Organizing Stage Writing Stage Re-writing Stage Celebration Stage

Planning

Step One: Know your audience

Step Two: Know your subject

Organization

Organize your clutter

Mind map Outline

Order of importance Pro vs. Con Cause and effect Chronologically

Dont lose your organization when you write your document.

Mind Mapping

Style
1. Clear language

Example in handout

2.

Be Brief

Example in handout

3.

Sentence length

Example in PowerPoint

Sentence Length
Now if nature should intermit her course and leave altogether, though it were but for awhile, the observation of her own laws; if those principal and mother elements of the world, whereof all things in this lower world are made, should lose the qalities which now they have; if the frame of that heavenly arch erected over our heads should loosen and dissolve itself; if celestial spheres should forget their wonted motions, and by irregular volubility turn themselves any way as it might happen; if the prince of the lights of heaven which now as a giant doth run his unwearied course, should, as it were through a languishing faintness, begin to stand and to rest himself; if the moon should wander from her beaten way, the times and seasons of the year blend themselves by disordered and confused mixture, the winds breathe out their last gasp, the clouds yield no rain, the earth be defeated of heavenly influence, the fruits of the earth pine away as children at the withered breasts of their mother no longer able to yield them relief what would become of man himself, whom these things now do all serve?
from Of the Laws of Ecclesiastical Polity; Thomas Hooker, father of American democracy and founder of Hartford, Connecticut

Style
1. 2. 3. 4. Clear language

Example in handout

Be Brief

Example in handout

Sentence length

Example in PowerPoint

Formatting

Example in PowerPoint

Style Practice
Seek to improve:

Clarity Brevity Sentence Length

Grammar

Parallel Structure

Passive vs. Active voice

Examine your own writing for your common grammar errors

Parallel structure
Definition: writing expressions similar in content and function in similar forms.

Not Parallel:
The article will discuss: 1. How to deal with corporate politics. 2. Coping with stressful situations. 3. What the role of the manager should be in the community.

Parallel:
The article will tell managers how to: 1. Deal with corporate politics. 2. Cope with stressful situation. 3. Function in the community.

Passive vs. Active Voice

Examples:
About a dozen people reviewed the report in draft form. (subject) (actor) (verb) (action) (object) (thing acted upon)

The report was reviewed in draft form by about a dozen people. (subject) (verb) (thing acted (action) (actor) upon)

Passive vs. Active Voice

Passive: Our research has been supported by the previous data. (9) Active: The previous data supports our research. (6) Passive: The exam was failed by half of the accounting majors in the room. (13) Active: Half of the accounting majors in the room failed the exam. (11)

Passive vs. Active Voice

The accident injured her

You will be replaced

Someone was following me

They could have been told

Editing

Using the rules of the English language

Use the Gregg manual, Strunk and White as resources for grammar and style problems. Find the errors you make most frequently and the questions on this and page 11 in your handout to create your own editing checklist Is the document what was requested? Is the document logically organized? Is there anything missing? Is the document clear and concise? Have all potential objections (by the reader) been addressed?

For content

Proofreading

To make sure things look right:

Backwards read
Against the original (form letter) Forward- line by line

Trouble spots
Read aloud

Whats Wrong Here?

ClassesYouValue- Online Business Writing Class Phone: 702-446-0285 Website: http://www.classesyouvalue.com/Kymberly-Williams-Evans/Write-To-Be-Read.html