Chapter Ten

Composing the Written Message

Chapter Objectives

1. Explain why apprehension related to writing is common.

2. Identify methods for alleviating tension associated with business writing.

3. Describe common problems that contribute to poor writing

4. Discuss how to avoid these problems.

5. Explain the characteristics of persuasion and persuasive communication.

Organizational Communication: Foundations for Business and Management, 2e Thomson, 2006 ©

The Importance of Written Communication

Poor writing is perceived as a reflection of

• A lack of dedication

• Weak educational background

• Inattention to detail

• Lack of industry and diligence

Organizational Communication: Foundations for Business and Management, 2e Thomson, 2006 ©

Why Writing Creates Anxiety

• Writing is work.

• Writers may be uncertain about their own message.

• Writers might not know their audience.

• Writers may have had prior negative experiences.

• Writers may have weak composition skills.

• Written communication creates a record.

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Benefits of Effective Writing

• Many jobs require effective writing skills.

• The writing process forces us to fine tune our own thinking about a topic.

• Writing effectively helps us:– Persuade– Advise, educate, and inform others– Make inquiries– Protect ourselves

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Misconceptions About Effective Writing

1. Correct writing guarantees effective business writing.

2. The more words contained in a document, the better the document.

3. Creative writing and business writing are fundamentally the same.

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The Nine Steps in the Writing Process

1. Know your task.– Write down a mission statement.

• These statements guide your focus.• They can save time in the long run.

2. Know your audience.– Helps you design more effective and

appropriate messages.– Ask questions about your audience and

how they might react.

Organizational Communication: Foundations for Business and Management, 2e Thomson, 2006 ©

The Nine Steps in the Writing Process

3. Generate ideas and information.– Review your mission statement.– Brainstorm and list relevant

information.

4. Place similar ideas into topical categories.– This is when you evaluate and

categorize your ideas.

5. Decide on a format for sequencing.

Organizational Communication: Foundations for Business and Management, 2e Thomson, 2006 ©

(continued)

The Nine Steps in the Writing Process

3. Generate ideas and information.– Review your mission statement.– Brainstorm and list relevant

information.

4. Place similar ideas into topical categories.– This is when you evaluate and

categorize your ideas.

5. Decide on a format for sequencing.

Organizational Communication: Foundations for Business and Management, 2e Thomson, 2006 ©

(continued)

The Nine Steps in the Writing Process

6. Write a first draft.– Follow rules for effective writing.– Adopt a “can-do” attitude.– Allow yourself to get it wrong before

getting it right.– Make a deadline for first draft.

7. Proofread and edit for readability.– Don’t rely on computers to catch all

errors.– Format text so it is easier to read.

Organizational Communication: Foundations for Business and Management, 2e Thomson, 2006 ©

(continued)

The Nine Steps in the Writing Process

8. Polish, rewrite, and distribute.– Allow the text some time “to rest”

before constructing the final version.– Have colleagues read the text if

possible.

9. Follow up and evaluate.– Make sure that the receivers received,

understood, and had a chance to react to your text.

– This allows for you to clarify information and offers valuable feedback for future writing.

Organizational Communication: Foundations for Business and Management, 2e Thomson, 2006 ©

(continued)

Common Writing Problems

• Some of the most distracting problems include:– Run-on sentences– Poor use of commas– Unclear antecedents – Incorrect word choice– Spelling errors

Organizational Communication: Foundations for Business and Management, 2e Thomson, 2006 ©

Common Writing Problems

• Sentence fragments

• Use of jargon• It’s and Its• Use of i.e. and

e.g. • Redundant

construction

• Use of nonapplicable qualifiers

• Misuse of homonyms

• Pronoun reference

• Absence of transitions.

Organizational Communication: Foundations for Business and Management, 2e Thomson, 2006 ©

Other common writing problems include:

Persuasive Messages

• The importance of understanding persuasion cannot be underscored.

• Four tasks of persuasive messages:

1. To influence others to consider changing attitudes or behaviors.

2. To change an attitudes or behaviors.

3. To reaffirm existing behaviors.

4. To persuade people to action.

Organizational Communication: Foundations for Business and Management, 2e Thomson, 2006 ©

Approaches to Persuasion

• Use yourself as a credible source• Use logical arguments• Use emotional appeals• Consider the use of reservations (the

opposition’s arguments)1. Refute if refutable.2. Downplay the significance of the

reservation.3. Ignore reservations as a last resort.

Organizational Communication: Foundations for Business and Management, 2e Thomson, 2006 ©