BUSINESS

WRITING
SKILLS

Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

The quality of your relationships

and results will be determined by
the quality and quantity of your
communication with other people.
Ronnie Morris
Central Area Vice President
Coca-Cola Bottling Company of North Texas

Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

ELECTRONIC WRITING
Blessing
Faster
Simpler
Spelling/grammar checkers

Curse
Faster
Simpler
Spelling/grammar checkers
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

ELECTRONIC WRITING
Americans becoming dependent
on computers for literacy
Working vocabulary of average
14-year-old dropped from 25,000
to 10,000 words over past 50 years

Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

ELECTRONIC WRITING
"As technology improves and expands,
literacy declines. With e-mail, writing
just keeps deteriorating. People say,
'Get computers in schools,' [but] we
have children who can't read and write
and speak."
Lynn Agress
Founder of Business Writing at Its Best

Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

ITS A MATCHING GAME

Avoid impersonal writing, such as
e-mail and notes, for heavy
messages.
Deliver bombs in person, if
possible. Otherwise, use formal
communications such as letters.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

REMEMBER
In emotional situations ...
The more emotional the message, the more
personal the medium
High emotion: In person (assess & adapt)
Medium emotion: Handwritten letter (careful
choice of words, paper, ink)
Low emotion: Typed letter (careful choice of
words, paper, formatting)

STOP and THINK before communicating

Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

REMEMBER
Concerning office e-mail ...
Informal/impersonal
Research says: Visit or phone call often
is better for your image
Spell-check, edit, proofread
Avoid anything nearing off-color
E-mail belongs to your employer!

Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

REMEMBER
Regarding the last word ...
You dont always have to have it.
It can do your career more harm
than good.
Pick your communication medium
carefully.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

BUSINESS WRITING
THAT HITS
THE

TARGET

Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

TRIVIA QUIZ
ANSWER
What report gets better reaction:
3-page or 10-page?

It depends.

Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

TRIVIA QUIZ
ANSWER
Accuracy
Whats preferred
in business
Organization
writing?
Maximum meat/Minimum fat
Attention to detail
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

TRIVIA QUIZ
ANSWER
Whats the key to effective
Effective editing
document organization
and meat/fat ratio?

Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

TRIVIA QUIZ
ANSWER

Whats the key to

Effective
proofreading
detail-oriented writing?

Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

WHY IS WRITING SO HARD?

Language idiosyncrasies:
The bandage was wound around the wound.
The farm was used to produce produce.
The dump was so full that it had to refuse more
refuse.
We must polish the Polish furniture.
He could lead if he would get the lead out.
The soldier decided to desert his dessert in the
desert.
Since there is no time like the present, he
thought it was time to present the present.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

WHY IS WRITING SO HARD?

A bass was painted on the head of the bass
drum.
When shot at, the dove dove into the bushes.
I did not object to the object.
The insurance was invalid for the invalid.
There was a row among the oarsmen about how
to row.
They were too close to the door to close it.
The buck does funny things when the does are
present.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

WHY IS WRITING SO HARD?

A seamstress and a sewer fell down into a sewer
line.
To help with planting, the farmer taught his sow
to sow.
The wind was too strong to wind the sail.
After a number of injections my jaw got number.
Upon seeing the tear in the painting I shed a tear.
I had to subject the subject to a series of tests.
How can I intimate this to my most intimate
friend?
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

LET'S FACE IT
English is a crazy language!
English was invented by people,
not computers, and it reflects the
creativity of the human race (which,
of course, isn't a race at all). That
is why, when the stars are out, they
are visible, but when the lights are
out, they are invisible.
Author Unknown

Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

COMMON WEAKNESSES
Wordiness
Technical jargon
Basic language problems

Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

REMEMBER
On the written page, being
clear and concise
is more important
than being
impressive, brilliant,
literary, or academic.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

BUSINESS WRITING TIPS

Know audiences preferences
Be adaptable
Use reference materials

Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

BUSINESS WRITING STYLE

Recommended for Neeley students

Franklin Coveys

Style Guide
For Business and Technical Communication

Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

WORD TO THE WISE

Memorize most troublesome rules
For most people, those include
Apostrophes
Hyphenated words
Semi-colons
Dashes
Rule-breaker rules
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

PRACTICAL MATTERS
Professors/boss preferences
Time issues
Stress issues

Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

EXECUTIVE SUMMARY
Most important part of document
Last piece of document created
VERY short
Introduction/body/conclusion
Enough detail to reflect content
Concise and complete enough (even if
full document never is read)
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

EXECUTIVE SUMMARY
Comprehensive restatement of
Purpose
Scope
Conclusions
Results
Recommendations

Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

EXECUTIVE SUMMARY
No new information
Use transitional words/phrases
Follow organization of document
Do not refer to documents
Tables
Figures
Appendices
References
Other explanatory materials
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

EFFECTIVE WRITING
Determine best uses of technology
Software skills
Attachments to be shared via e-mail
How far to trust technology

Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

WRITING SCHEDULE
Establish absolute deadlines
Meet deadlines on schedule
Work backwards from project duedate to set working due-dates

Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

THINK IN REVERSE
Finalized document due on ________
Proofreading due on ________
Final draft due on ________
Editing #2 due on ________
Revision due on ________
Editing #1 due on ________
Rewrite due on ________
First draft due on ________
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

WHY IS DRAFTING SO HARD?

We dont write the way we speak.

Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

FIRST DRAFT
Center on subject and substance
DONT worry about editing and
proofingyet
BUT, dont neglect editing and proofing
or you get the OOPS factor

Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

OOPS! FACTOR

Fyrst, lern ta spel!

Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

OOPS! FACTOR

Suppose attendance will drop?

Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

OOPS! FACTOR

So much for the secret.

Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

OOPS! FACTOR

New product offering?

Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

OOPS! FACTOR

Talk about oxymorons!

Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

OOPS! FACTOR

Care to check in?

Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

PICTURE LESSONS

Writing should be this clear.

Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

PICTURE LESSONS
Consider readers perspectives
Plan ahead
Edit carefully
Proofread carefully
Have someone else read it

Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

EDITING &
PROOFREADING
IN

BUSINESS
SETTINGS

Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

EDITING RULES

(& PRACTICE)

Verbs
has
agree
with
their
And
Proofread
Parenthetical
Don't
Prepositions
Avoid
ItAlso
Be
No
don't
isuse
more
wrong
sentence
clichs
too,
start
carefully
noto
or
never,
double
remarks
to
are
aless
like
ever
sentence
fragments.
not
the
to
ever
specific.
negatives.
split
words
see
(however
plague.
use
if
with
anyou
to a
subjects.
repetitive
relevant)
end
(They're
any
conjunction.
sentences
infinitive.
words
redundancies.
are
old
(usually)
out.
hat.)
with.
unnecessary.

Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

EDITING
Split Infinitives
A split infinitive consists of the function word
to, followed by an adverb (usually an -ly
adverb), followed by an infinitive: to happily
conclude, to weakly demur, to needlessly
suffer.
The driver is instructed to periodically check the oil
level. (split infinitive)
The driver is instructed periodically to check the oil
level.
The driver is instructed to check the oil level
periodically.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

Star Trek:
"to boldly go where no man has gone before.
Here, the presence of the adverb boldly between the parts of
the infinitive, to and go, creates a split infinitive. The
construction can often be avoided by placing the intervening
words after the verb or before the to marker:

"to go boldly where no man has gone before"

"boldly to go where no man has gone before."

Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

EDITING
Spell out all
Uncommon symbols
Abbreviations
Acronyms

Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

EDITING
Focus on content and meaning
Facts/analysis/recommendations
Numbers and charts
Structure and organization
Sentence/phrase interpretation
Consistency

Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

EDITING TIPS

Be
Be
Focus
Use
confident
straightforward
Be
present
on
Use
kind
economy,
Be
Practice!
active
of
totense
direct
your
your
voice
with
analysis
whenever
reader
precision,
wording
and
recommendations
andpossible
directness

Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

ACTIVE VOICE
In sentences written in active voice, the subject performs the action
expressed in the verb; the subject acts.

Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

PASSIVE VOICE

In sentences written in passive voice, the subject receives the action

expressed in the verb; the subject is acted upon. The agent performing the
action may appear in a "by the . . ."

Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

WHY IS EDITING SO HARD?

We dont write the way we speak.
Most business writing is too
verbose.
Active voice helps
Style GuideWordy Phrases (p. 348 in
Coveys Style Guide)

Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

EDITING PRACTICE
Short-term planning is foremost in the
prioritization of the planning loop.

Writing Coachs suggested change:

Short-term planning comes first.

Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

EDITING PRACTICE
It is recommended that a legal action
against a foreign company for the profit
under contention would not be a wise
move.
Writing Coachs suggested change:

Suing a foreign company for this amount

of money is unwise.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

EDITING PRACTICE
It is Sabrinas proposal for the adoption
of the employee profile software by the
personnel department. This software
provides assistance in the selection of
new employees.
Writing Coachs suggested change:

Sabrina proposes that the personnel

department adopt employee profile software
for new-employee selection.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

EDITING PRACTICE
At the previous meeting, a new
organizational plan was selected by the
executive committee and a new budget
also was adopted by the committee.
Writing Coachs suggested change:
At the previous meeting, the executive
committee selected a new organizational
plan and adopted a new budget.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

PROOFREADING
Focus on format and usage
Appearance on page
Spelling, grammar, typographical errors
Electronic checks (be careful!)
Physical check of printed copy
Usage errors
Language confusion
Capitalization and punctuation
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

SPELL CHECK
(& PROOFREADING PRACTICE)

Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

PROOFREADING TIPS

Read
PayCheck
special
aloud every
toattention
slow
down
to headings,
and catch
Practice!
capitalization,
topic
more
sentences
grammar/sense
of paragraphs,
flaws
punctuation,
word
division,
visuals, captions
number,
chart, etc.

Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

WHY IS PROOFING SO HARD?

Read in unison
Aoccdrnig to rscheearch at Cmabrigde
Uinervtisy, it deosn't mttaer in waht oredr
the ltteers in a wrod are, the olny iprmoetnt
tihng is taht the frist and lsat ltteer be at
the rghit pclae. The rset can be a total
mses and you can sitll raed it wouthit
porbelm. Tihs is bcuseae the huamn mnid
deos not raed ervey lteter by istlef, but the
wrod as a wlohe.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

AND NOW, THE LAST WORD

Every time you write, at every
phase of the process
(drafting/editing/proofreading),
consider:
Purpose of the communication
Medium and its effects
Possible audience interpretations

Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

PROOFREADING PRACTICE
The nurse and herpatient discussed
her plans for the future.

Writing Coachs suggested change:

The nurse and her#patient
discussed the patients plans for the
future.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

PROOFREADING PRACTICE
Don enjoys chemistry and he
has always wanted to be a
chemist.
Writing Coachs suggested change:
Don enjoys chemistry and always
wanted to be a chemist.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

PROOFREADING PRACTICE
In the land of Nod no one wears cloths.

Writing Coachs suggested change:

In the land of Nod, no one wears
clothes.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

PROOFREADING PRACTICE
Due to incriminating
circumstances, the judge decided
to dismiss the charges.

Writing Coachs suggested change:

Due to extenuating circumstances,
the judge decided to dismiss the
charges.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

PROOFREADING PRACTICE
The tourism industry is becoming
saturated, and should not grow at
its past rate.

Writing Coachs suggested change:

The tourism industry is becoming
saturated, and should not grow at its
past rate.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

PROOFREADING PRACTICE
I have been wrong by so many of
my so called friends.

Writing Coachs suggested change:

I have been wronged by so many of
my so-called friends.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

HOW EMBARRASSING!

Copyright 1999, 2002, 2003, 2004 by Gay Wakefield

POLISHING
YOUR
BUSINESS

COMMUNICATION
IMAGE

Copyright 1999, 2002, 2003, 2004 by Gay Wakefield