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I hear and I forget.
I see and I remember.I do and I understand.
-Confucius
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Learning Objectives
The participant will be able to:
Plan an effective business document.
Organize business documents for maximum impact.
Describe common grammar errors and how to fix
them.
Identify tools to help edit and proofread documents.
Review the dos and donts of email writing.
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The Business Writing Process
Planning Stage
Organizing Stage
Writing Stage
Re-writing Stage
Celebration Stage
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Planning
Step One: Know your audience
Step Two: Know your subject
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Organization
Organize your clutter
Mind map
Outline
Order of importance
Pro vs. Con
Cause and effect
Chronologically
Dont lose your organization when you write your
document.
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Mind Mapping
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Style
1. Clear language
Example in handout
2. Be Brief Example in handout
3. Sentence length
Example in PowerPoint
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Sentence Length
Now if nature should intermit her course and leave altogether, thoughit were but for awhile, the observation of her own laws; if thoseprincipal and mother elements of the world, whereof all things in thislower world are made, should lose the qalities which now they have;if the frame of that heavenly arch erected over our heads should
loosen and dissolve itself; if celestial spheres should forget theirwonted motions, and by irregular volubility turn themselves any wayas it might happen; if the prince of the lights of heaven which now asa giant doth run his unwearied course, should, as it were through alanguishing faintness, begin to stand and to rest himself; if the moonshould wander from her beaten way, the times and seasons of theyear blend themselves by disordered and confused mixture, the winds
breathe out their last gasp, the clouds yield no rain, the earth bedefeated of heavenly influence, the fruits of the earth pine away aschildren at the withered breasts of their mother no longer able toyield them relief what would become of man himself, whom thesethings now do all serve?
from Of the Laws of Ecclesiastical Polity; Thomas Hooker, father of American democracy and founder of Hartford,
Connecticut
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Style
1. Clear language
Example in handout
2. Be Brief
Example in handout
3. Sentence length
Example in PowerPoint
4. Formatting Example in PowerPoint
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Style Practice
Seek to improve:
Clarity
Brevity
Sentence Length
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Grammar
Parallel Structure
Passive vs. Active voice
Examine your own writing for your common
grammar errors
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Parallel structure
Definition: writing expressions similar in content andfunction in similar forms.
Not Parallel:
The article will discuss:
1. How to deal with corporate politics.
2. Coping with stressful situations.
3. What the role of the manager
should be in the community.
Parallel:
The article will tell managers how to:
1. Dealwith corporate politics.
2. Cope with stressful situation.
3. Function in the community.
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Passive vs. Active Voice
Examples:
About a dozen people reviewed the report in draft form.
(subject) (verb) (object)
(actor) (action) (thing acted upon)
The report was reviewed in draft form by about a dozen people.(subject) (verb)
(thing acted (action) (actor)
upon)
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Passive vs. Active Voice
Passive: Our research has been supported by the
previous data. (9)
Active: The previous data supports our research. (6)
Passive: The exam was failed by half of the
accounting majors in the room. (13)
Active: Half of the accounting majors in the room
failed the exam. (11)
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Passive vs. Active Voice
The accident injured her
You will be replaced
Someone was following me
They could have been told
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Editing
Using the rules of the English language
Use the Gregg manual, Strunk and White as resources
for grammar and style problems.
Find the errors you make most frequently and the
questions on this and page 11 in your handout to create
your own editing checklist
For content
Is the document what was requested?
Is the document logically organized?
Is there anything missing?
Is the document clear and concise?
Have all potential objections (by the reader) been
addressed?
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Proofreading
To make sure things look right:
Backwards read
Against the original (form letter)
Forward- line by line
Trouble spots
Read aloud
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Whats Wrong Here?
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ClassesYouValue- Online Business Writing Class
Phone: 702-446-0285
Website:http://www.classesyouvalue.com/Kymberly-Williams-Evans/Write-To-Be-Read.html
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