Bài giảng Business and Administrative Communication - Chapter 5 Planning, Composing, and Revising

Chapter 5Planning, Composing, and RevisingChapter 5 Learning ObjectivesLO 5-1 Activities involved in the composing process, and how to use these activities to your advantageLO 5-2 Guidelines for effective word choice, sentence constructions, and paragraph organizationLO 5-3 Techniques to revise, edit, and proofread your communicationsWays Good Writers WriteRevise first draftsWrite regularlyBreak big jobs into small chunksFocus on purpose, audienceChoose from several different strategies Use rules flexiblyFinish a draft before editing textFour Basic Composing ActivitiesPlan – analyze, gatherWrite – transform ideas into wordsRevise – evaluate, get feedback, changeEdit – correct grammar, typosMore About Composing ActivitiesDon’t have to do in 1-2-3 orderDon’t have to finish one to start anotherDon’t have to use all activities for every messageBrainstorm, Plan, and OrganizeWhen content isn’t obvious—BrainstormFree writeClusterTalk to audiencesWriting Good Business and Administrative DocumentsCloser to conversationVaries by audienceContains easy-to-read words, sentences, and paragraphsAttention to visual impactLess formal than academic writing (except reports)Half-Truths about StyleWrite as you talkNever use INever use YouNever begin sentence with And or ButNever end sentence with prepositionNever use sentences with more than 20 words or paragraphs with more than 8 linesBig words impress peopleBusiness writing does not document sources1/2Ten Ways to Make Your Writing Easy to ReadAs you choose words—Use accurate, appropriate, and familiar wordsAvoid technical jargon; eliminate business jargonTen Ways to Make Your Writing Easy to Read, continuedAs you write and revise sentences—Use active voice most of the timeUse verbs—not nouns—to carry weight of sentenceEliminate wordinessVary sentence length and structureUse parallel structurePut readers in your sentencesTen Ways to Make Your Writing Easy to Read, continuedAs you write and revise paragraphs—Begin most with topic sentenceUse transitions to link ideasOrganizational Preferences in Writing StyleGood writing varies by organizationPreferred style should be used When preferred style is badAsk about poor examples you findRecognize that a style may serve a purposeRevise, Edit, and ProofreadRevise – change content, organization, and tone to satisfy purposes and audiencesEdit – change mechanical flaws, grammar errorsProofread – correct typing errorsUse FeedbackAsk for feedback you wantApproach  Benefits  Tone  GrammarHeed comments, even if you disagreeRephraseGive more detailsDocument sources