THE WRITING

PROCESS
HABIB UR REHMAN
vWriting is a major part of your daily work experience
vWriting is involved when you have to write an email, report, user
manuals, blogs, etc.
vEffective correspondence has an impact on the people around us
vPoorly written correspondence wastes times and creates a negative
image
vWriting process has following components or sequences
v1. Prewrite
v2. write
v3. Rewrite
PRE-WRITE

v Prior to writing one needs to

v Generate the information
v Consider the needs of the audience
v Choose the communication channel
WRITE

v You draft your document

v Organize the information to make it easy to understand
v Easy access
RE-WRITE

v Final step is to rewrite the rough draft

v You perfect your document
PRE-WRITING

v First stage of the process

v Allows you to plan your communication
v You accomplish four objects in this stage
v 1. Examining the Purpose
v 2. Considering the Audience
v 3. Gathering Data
v 4. Determining the most effective communication Channel
1. EXAMINING THE PURPOSE

v Firstly, we need to know why we are communicating

v 1. persuade an audience
v 2. instruct an audience
v 3. Inform an audience of facts, questions,
v 4. build trust or rapport
v Are you internally motivated or externally motivated?
EXTERNAL MOTIVATION

v If someone else has requested the correspondence that is

external motivation
v E.g. your boss has asked you to write a monthly status
report
v A customer needs a certain information of your product
INTERNAL MOTIVATION

v If you have decided to write on your own accord then your

motivation is internal motivation
v For example you need to know your responsibility to
perform your job effectively, so you write a letter of inquiry
v Calling a meeting and setting an agenda
v You call a meeting to discuss a problem
2. CONSIDER YOUR AUDIENCE

v What you say and how you say is greatly determined by your
audience
v Are you writing up to management, down to subordinates, or
cowerkers
v You will not write the same way as you would write to your
boss
v Consider issues of diversity and context
3. GATHER YOUR DATA
v Once we know the purpose and audience the next step is
deciding what to say
v For that we need to collect data or content
v There are many ways to gather data
v 1. answer the reporter’s questions
v 2. Brainstorming
v 3. mind mapping
v 4. Outlining
v 5. researching
1. ANSWER THE REPORTER’S QUESTION

v Who
v what
v Where
v Why
v When
v How
2. BRAINSTORMING

v Randomly generation of ideas

v Whatever idea comes into mind write down it
v Pick and choose those ideas according to the requirement of
the topic
v Organizing those ideas
3. MIND MAPPING

v See topic Mind Mapping in Study Skills slides

4. OUTLINING

v To break the information into major and minor components

v 1. Introduction
v 2. body ( idea 1, idea 2, idea 3)
v 3. pros and cons
v 4. conclusion
5. RESEARCHING

v Gathering the information through Search Engines such as

Yahoo, Google, ask.com, You Tube etc.
4. COMMUNICATION CHANNELS

v Last stage of prewriting is to decide which communication

channel will best convey your message
v Will you write a text message, letter, memo, report, e-mail,
blog, proposal, YouTube video, recorded audio message, flier,
presentations
WRITING

v Lets you package your data

v You write a draft so that your audience can follow your train
of thought.
v Write your thoughts in some logical, easy-to-follow
sequence
v You need to organize your thoughts to avoid confusing or
misleading your audience
v There should a sequence, the beginning, middle or the end
FORMATTING

v Format your text

v How the text looks on the page or screen
v Text should be Reader friendly and accessible
RE-WRITING OR PROOFREADING

v It lets you perfect your writing

v It’s the final step towards your final draft
v You focus on following key questions while re-writing
v 1. can the reader find the specific information quickly and
easily?
v 2. can the reader comprehend that information quickly and
easily?
v 3. is the information complete and correct?
REVISION AND EDITING TECHNIQUES

v Add missing details for clarity

v Delete unnecessary words or phrases
v Convert complex sentences into easy ones
v Enhance the tone and style of the text
v Correct errors to ensure correct grammar and content