Upload
mercy-fields
View
220
Download
2
Tags:
Embed Size (px)
Citation preview
11
Business Writing Business Writing in a in a
Technical EnvironmentTechnical Environment
Prepared by Prepared by Graham AssociatesGraham Associatescopyright copyright © 2002 2002
22
The Writing SystemThe Writing System
AnalyzePurpose
AnalyzeAudience
Write Purpose
Statement
GatherInformatio
n
Write SentenceOutline
WriteDraft
Revise Content &
Organization
Edit for Coherence
Edit for Clarity
Edit for Economy
CheckReadabilit
y
CheckCorrectne
ss
Proofread
Page 5
33
Analyze PurposeAnalyze Purpose
Audience’s purpose for readingAudience’s purpose for reading
Do not confuse Audience’s purpose withDo not confuse Audience’s purpose with• your purpose for writingyour purpose for writing• the topic or underlying workthe topic or underlying work
Page 10
44 How Audience Wants How Audience Wants Information Information
In the body of the document, order the content according to audience:
Expert Sources-methods-data>findings>conclusions or recommendations
Manager Recommendation or
result>discussion
Operator Expected result>instructions
Layperson Conclusion>discussionPage 12
55
Analyze AudienceAnalyze Audience
What Audience needs to knowWhat Audience needs to know
Audience’s purpose for readingAudience’s purpose for reading
Page 16
Limit what Audience needs to know to accomplishLimit what Audience needs to know to accomplish the purpose—the purpose—notnot everything you know about everything you know about the subject.the subject.
66
Analyze AudienceAnalyze Audience
What Audience needs to knowWhat Audience needs to know
High or low level of knowledge
Audience’s purpose for readingAudience’s purpose for reading
Page 18
High or low depends on what the Audience needs High or low depends on what the Audience needs to know.to know.
77
Analyze AudienceAnalyze Audience
What Audience needs to knowWhat Audience needs to know
High or low level of knowledge
Believes or needs proof
Audience’s purpose for readingAudience’s purpose for reading
Page 20
88
Multiple Audience Multiple Audience
Partition subject matter three ways:
1. Write separate documents.2. Break core document into
sections.3. Use front and back matter.
Page 22
99
Purpose Statement Purpose Statement
Actor -- Names the document
Action -- Sets expectations and tone
Audience -- Identifies the primary audience
Topic -- Tells What Audience needs to knowWhat Audience needs to know
Outcome -- Defines Audience’s purpose for Audience’s purpose for readingreading
Page 26
1010
Sentence OutliningSentence Outlining
1. Write points using short words in short 1. Write points using short words in short sentences.sentences.
2. Evaluate points to eliminate irrelevancies and 2. Evaluate points to eliminate irrelevancies and redundancies.redundancies.
3. Group points as major and minor.3. Group points as major and minor.
4. Sequence points.4. Sequence points.
Page 39
1111 Tips for the Writing Tips for the Writing PhasePhase
1. Put yourself in a good environment.
2. Write swiftly -- don’t edit!
3. Write details to support each point in
outline.
4. Use personal shorthand.
5. Write in order--body, conclusion,
introduction.
6. Take short breaks.
7. Select tools to make the job easier.Page 58
1212 Overview Your Overview Your DocumentDocument
IntroductionIntroduction Executive Summary Executive Summary AbstractAbstract
Purpose statementPurpose statement Purpose statement Purpose statement TopicTopic Plan of documentPlan of document Recommendations Recommendations SignificanceSignificance BackgroundBackground Key findings Key findings MethodsMethods AudienceAudience What happens nextWhat happens next ResultsResults Sources-methodsSources-methods ConclusionsConclusions Key termsKey terms LimitationsLimitations
Page 66
Page 62-64
Page 68
1313 Revision Means Re-Revision Means Re-SeeingSeeing
1. Take a break before starting revision.
2. Work with a hard copy of the draft.
3. Put yourself in the reader’s place.
4. Use the content and organization content and organization tests.tests.
Page 71
1414
Content TestContent Test
Content includes points plus supporting details. Your content must answer three questions:
1. What is the topic?1. What is the topic?You owe the reader a clear purpose
statement.2. So what?2. So what?
Or What’s the point? Why do I care?3. Specified how?3. Specified how?
You must back your points with relevant, adequate, and accurate
details. Page 72
1515
Organization TestOrganization Test
You must organize points and details to help the reader use the information. If you answer “yes” to any of these questions, you must re-organize your message:
1. Does message read like a data dump?2. Does message read like a story?3. Is message filled with I, me, and mine
instead of you and yours?
Caution: You cannot edit your way out of an Caution: You cannot edit your way out of an organization problemorganization problem..
Page 74
1616
Revise with OutliningRevise with Outlining
1. Pull points from paragraphs.1. Pull points from paragraphs.
Analyze purpose and audience.Analyze purpose and audience.
Write a purpose statement.Write a purpose statement.
Add points you think are missing.Add points you think are missing.
2. Evaluate points to eliminate irrelevancies and 2. Evaluate points to eliminate irrelevancies and
redundancies.redundancies.
3. Group points as major and minor.3. Group points as major and minor.
4. Sequence points.4. Sequence points. Page 76
1717
Edit for CoherenceEdit for Coherence
• Repeat key words.
• Ensure paragraphs begin with points.
• Use transition words.
• Use vertical lists and tables to present
series.
Page 79
1818
Edit for ClarityEdit for Clarity
Clarity is the chief stylistic concern!Clarity is the chief stylistic concern!
First, ambiguity at the word level.
Second, check sentence structure.
Page 95
1919
Choose Words CarefullyChoose Words Carefully
•Use concrete and specific
words.
•Avoid passive voice, future
tense, and
would, should, could verbs.
•Eliminate ambiguous
pronouns.
•Use Standard English
•Be positive
•Make sentences and series
parallel.
•Test modifiers.
Page 95 - 118
2020
Edit for EconomyEdit for Economy
Deadwood causes these problems:
1. hides the message
2. fills message with general and
abstract words
3. slows the reader
4. increases grammar and punctuation
errors
Page 121
2121
Cutting DeadwoodCutting Deadwood
• Cut empty verbs -- find buried verbs
• Cut unnecessary prepositions• Cut who, which, that, and there• Cut repetition• Cut redundancy• Cut implied phrases• Cut unnecessary or vague
modifiersPage 121 -134
2222
Check for ReadabilityCheck for Readability
The Gunning Fog IndexThe Gunning Fog Index
1. Use a sample of a hundred words or more.2. Average sentence length = #words/#sentences3. Long words = #long words per 100
Note: Long words have three or more syllables. However, do not count capitalized words, abbreviations, Arabic numbers, or words whose third syllables are es or ed endings.
4. (ASL + LW) x .4 = Fog Index (Grade Level)
Page 138
2323
Typical ReadabilityTypical Readability
6 10 13 16USA TodayUSA Today Hunt for Red OctoberHunt for Red October Time MagazineTime Magazine
Washington PostWashington PostThe Writing SystemThe Writing System
The EconomistThe Economist
IEEE IEEE
Page 138
2424
Improve ReadabilityImprove Readability
• Replace long words with short words.• Cut sentence length.
Page 140 - 142
2525
Check for CorrectnessCheck for Correctness
In this order, check
1. Word Choice2. Grammar3. Punctuation4. Mechanics
Page 145
2626
The Writing SystemThe Writing System
AnalyzePurpose
AnalyzeAudience
Write Purpose
Statement
GatherInformatio
n
Write SentenceOutline
WriteDraft
Revise Content &
Organization
Edit for Coherence
Edit for Clarity
Edit for Economy
CheckReadabilit
y
CheckCorrectne
ss
Proofread