UNI College of Business Administration Writing for Business Three Simple Rules JPEC Workshops September 8, November 3.

UNI College of Business Administration

Writing for Business

Three Simple RulesJPEC Workshops

September 8, November 3

Three Simple Rules

1. Get to the point.2. Say it all.3. Say it all just once.

1. Get to the point. Document structure Paragraph structure Sentence structure

document structure three-part organization

context paragraph or section information paragraphs or sections recommended or requested action

purposeful structure task completion: step-by-step analytical: criteria-evaluation-decision problem solving: harm-cause-solution

paragraph structure topic sentence related information sequence

chronological reader’s use

parallel

One dollar to 14.99 is the average cost of long distance indicated by both Customers (46.2 percent) and Non-Customers (60.5%). The next highest amount spent on long distance by both segments was $15.00-29.99. Roughly 11 percent of Customers and Non-Customers pay $30.00-44.99.

problem areasOne dollar to 14.99 is the average cost of long distance indicated by both Customers (46.2 %) and Non-Customers (60.5 %). The next highest amount spent on long distance by both segments was $15.00-29.99. Roughly 11 percent of Customers and Non-Customers pay $30.00-44.99.

If the average is $1-14.99, when do they spend the higher amount? What do the percentages refer to?

The largest percentage of bothThe largest percentage of both Customers (46.2 percent) and Non-Customers (60.5 percent) reported paying $1 to $14.99 for long distance services. Approximately 26% of Customers and 16% of Non-Customers pay $15.00-29.99. An additional 11 percent of Customers and 10.5% of Non-Customers pay $30.00-44.99, and only 9.9% of Customers and 7.9% of Non-Customers pay more than $45.00 per month for their long distance services. On the other end of the spectrum, 6.6 percent of Customers and 5.3% on Non-Customers do not make any long distance calls.



parallel

Martha Stewart’s Personal Touch My plan is to reach a wide diversity of people from infants

to elders. I feel my plan is unique because what I am going to do is be personal with my clients; being personal with people makes them feel good about what I do and for me to make them feel good about what they like and the way they feel and look. This includes sewing, floral arrangements, decorating, coordinating events, crafts, monogramming, consulting and personalizing cards. I want to add Love to everything I touch. My reason to base out of my home is because of my asthma and in order to get that personal touch, it also gives people a pleasant surrounding and lets them relax. My motto is, “If it’s not a Personal Touch, it’s not Martha Stewart”. All that is my business name, from the many things that I do and the many people that I serve. It’s like Meals on Wheels. You call me and I'll be there.

Martha Stewart’s Personal Touch My plan is to reach a wide range of people from infants to

elders. I feel my plan is unique becauseI feel my plan is unique because whatwhat I am going to do isdo is be personal with my clients; being personal with people makes them feel good about what I do, and I want to make them feel good about what they like and the way they feel and look. This includes sewing, floral arrangements, decorating, coordinating events, crafts, monogramming, consulting and personalizing cards. I want to add Love to everything I touch. My reason to base out of my home is because of my asthma and in orderbecause of my asthma and in order to get that personal touch, it also gives people a pleasant surrounding and lets them relax. My motto is, “If it’s not a Personal Touch, it’s not Martha Stewart”. All that is in my All that is in my business namebusiness name, from the many things that I do and the many people that I serve. It’s like Meals on Wheels. You call me and I'll be there.


elders. I am going to be personal with my clients; being personal

with people makes them feel good about what I do, and I want to make them feel good about what they like and the way they feel and look.

This includes sewing, floral arrangements, decorating, coordinating events, crafts, monogramming, consulting and personalizing cards. I want to add Love to everything I touch.

My reason to base out of my home is to get that personal touch, it also gives people a pleasant surrounding and lets them relax. My motto is, “If it’s not a Personal Touch, it’s not Martha Stewart”

, from the many things that I do and the many people that I serve. It’s like Meals on Wheels. You call me and I'll be there.


elders. , from the many things that I do and the many people that I serve. It’s like Meals on Wheels. You call me and I'll be there.

I am going to be personal with my clients; being personal with people makes them feel good about what I do, and I want to make them feel good about what they like and the way they feel and look. My reason to base out of my home is to get that personal touch, it also gives people a pleasant surrounding and lets them relax. My motto is, “If it’s not a Personal Touch, it’s not Martha Stewart”

This includes sewing, floral arrangements, decorating, coordinating events, crafts, monogramming, consulting and personalizing cards. I want to add Love to everything I touch.

Martha Stewart’s Personal TouchMy plan is to serve a wide range of people from infants to elders like Meals on Wheels. You call me and I'll be there. I am going to be personal with my clients, which makes people feel good about what I do. I want to make them feel good about what they like and the way they feel and look. Working out of my home gives that personal touch, giving people a pleasant surrounding and lets them relax. My motto is, “If it’s not a Personal Touch, it’s not Martha Stewart.” I want to add Love to everything I touch, which includes sewing, floral arrangements, decorating, coordinating events, crafts, monogramming, consulting and personalizing cards.



parallel



parallel



parallel

parallelism: using the same kind of word, phrase, clause or sentence to express related concepts.

Orientation sessions accomplish four useful goals for trainees. First, they introduce trainees to key personnel in accounting, data processing, maintenance, and security. Second, they give trainees experience logging into the database system, selecting appropriate menus, editing core documents, and getting off the system. Third, they explain to trainees the company policies affecting the way supplies are ordered, used, and stored. Fourth, they help trainees understand their responsibilities in such sensitive areas as computer security and use.


Orientation sessions accomplish four useful goals for trainees. FirstFirst, they introduce trainees to key personnel in accounting, data processing, maintenance, and security. SecondSecond, they give trainees experience logging into the database system, selecting appropriate menus, editing core documents, and getting off the system. ThirdThird, they explain to trainees the company policies affecting the way supplies are ordered, used, and stored. FourthFourth, they help trainees understand their responsibilities in such sensitive areas as computer security and use.


Orientation sessions accomplish four useful goals for trainees. FirstFirst, theythey introduceintroduce trainees to key personnel in accounting, data processing, maintenance, and security. SecondSecond, theythey givegive trainees experience logging into the database system, selecting appropriate menus, editing core documents, and getting off the system. ThirdThird, theythey explainexplain to trainees the company policies affecting the way supplies are ordered, used, and stored. FourthFourth, theythey helphelp trainees understand their responsibilities in such sensitive areas as computer security and use.


Orientation sessions accomplish four useful goals for trainees. FirstFirst, theythey introduceintroduce trainees to key personnel in

accounting, data processing, maintenance, andsecurity.

SecondSecond, theythey givegive trainees experience logging into the database system, selecting appropriate menus, editing core documents, and getting off the system.

ThirdThird, theythey explainexplain to trainees the company policies affecting the way supplies are

ordered,used, andstored.

FourthFourth, theythey helphelp trainees understand their responsibilities in such sensitive areas as

computer security and use.



parallel

sentence structure direct sentences parallel structure accurate

word choice grammar punctuation

Direct = Subject + verb + object By making this decision, we will have

gained customer loyalty. Making this decision will gain customer Making this decision will gain customer

loyalty.loyalty. On the basis of the data, the team

might ask whether we can expect success.

The data suggests the team might not The data suggests the team might not achieve success.achieve success.

I feel that we should go ahead with this project.

The reason we are recommending this product is because focus groups have loved it.

There are three key principles of email that are used in this organization.




Orientation sessions accomplish four useful goals for trainees. FirstFirst, theythey introduceintroduce trainees to key personnel in

accounting, data processing, maintenance, andsecurity.

SecondSecond, theythey givegive trainees experience logging into the database system, selecting appropriate menus, editing core documents, and getting off the system.

ThirdThird, theythey explainexplain to trainees the company policies affecting the way supplies are

ordered,used, andstored.

FourthFourth, theythey helphelp trainees understand their responsibilities in such sensitive areas as

computer security and use.



WORD CHOICELet me know if you want to go to the

movie this weekend.

What a jerk! I thought we had a date and she never

even called to say we weren’t going to the

movies!

Let me know whether you want to go to the movie this weekend.

GRAMMARThe team members turned in their time card.

What do you mean we’re sharing a pay

check this week?

The team members turned in their time cards.

PUNCTUATIONThe second shift employees, who have been

laid off, are to report immediately to HR.

Who, me???

The second shift employees who have been laid off are to report immediately to HR.

2. Say it all. Complete context Complete information Complete ideas

complete context who, what, when, where, why organizational relationships stakeholder perspectives

complete information specific, concrete facts sources, citations, references titles, subtitles and tables

When asked to explain why their company does not offer management/professional training programs, budget and company size were two large factors. Although a few participants are taking steps toward implementing non-technical training programs.

problem areasWhen asked to explain why theirtheir company does not offer management/professional training programs, budget and company size were two large factorswere two large factors. AlthoughAlthough a few participants are taking steps toward implementing non-technical training programs.

How did these get to be “factors”. What is a

“factor”? Large compared to what else? How do we know they

are factors?Although….? What happened anyway?

Whose company?

When asked to explain why their company does not offer management/professional training programs, HR staff reportedHR staff reported budget and company size as the two most common factors. HoweverHowever, a few survey participants are taking steps toward implementing non-technical training programs.

Slightly over 43 percent of respondents stated that training was included as part of performance appraisals. While nearly 37 percent reported that no training is required, but it is highly encouraged. No respondents…

problem areasSlightly over 43 percent of respondents stated that training was included as part of performance appraisals. While nearly 37 percent reported that no training is required, but it is highly encouraged. No respondents…

What happened to these 20%?

Which is it? Which is it?

Slightly over 43 percent of respondents stated that training was included as part of performance appraisals, and an additional and an additional 20% stated that training is required with no 20% stated that training is required with no ties to evaluation or promotionties to evaluation or promotion. . Furthermore,Furthermore, nearly 37 percent reported that no training is required, butbut it is highly encouraged. No respondents indicated that training was required for a promotion, nor did they state that no training was required at their company

Topic Vague words Generic words

Specific words

Who? Management the regional manager

Jim Mitchell

does What? review evaluate performance

verify that discount classification criteria have been met

by When? soon annually every January

Where? at a convenient location

at the office in Jim Mitchell’s office

How much? the proper amount

published minimums

sales of at least $4K

How many? some the agreed amount

five



complete ideas causal links derived conclusions analogies and explanations

causal linkstherefore, so, because, since…. We will be heading to the movies, since Joanna arrived before noon. Because the windows are dirty, my roommates need to take more responsibility. The area boasts a large college population, so sales in cell phones will be brisk.

The area boasts a large college population. Based on our finding that 80% of all college students have phones, we can predict that cell phone sales will be brisk.

derived conclusionswe thus recommend…. The data shows two thirds of the students lack math skills, so we recommend additional math classes. My two roommates are messy, so I am recommending a maid service. I only make the same as Bill, so I’m recommending you give me a raise.

I only make the same as Bill, who does only the background research while I do all the analysis and writing. Therefore, I’m recommending you give me a raise.

analogies and explanationslike, much as, similarly…. Just as sales on the Hill have increased over the past four years, our business prospects are excellent. Like internet customers everywhere, Cedar Valley residents will flock to our website. Of current customers, 63% were satisfied. Similarly, 68% of non-customers were somewhat dissatisfied with

the service.

Of current customers, 63% were satisfied. A similar proportion of non-customers reported a dissatisfaction with the service.

3. Say it all just once. Arrangement Active voice Adjectives and adverbs

Martha Stewart’s Personal TouchMy plan is to serve a wide range of people from infants to elders like Meals on Wheels. You call me and I'll be there. I am going to be personal with my clients, which makes people feel good about what I do. I want to make them feel good about what they like and the way they feel and look. Working out of my home gives that personal touch, giving people a pleasant surrounding and lets them relax. My motto is, “If it’s not a Personal Touch, it’s not Martha Stewart.” I want to add Love to everything I touch, which includes sewing, floral arrangements, decorating, coordinating events, crafts, monogramming, consulting and personalizing cards.

Martha Stewart’s Personal TouchMy plan is to serve a wide range of people from infants to elders like Meals on Wheels. You call me and I'll be there. I am going to be personalpersonal with my clients, which makes people feel good about what I do. I want to make them feel good about what they like and the way they feel and look. Working out of my home gives that personalpersonal touch, giving people a pleasant surrounding and lets them relax. My motto is, “If it’s not a PersonalPersonal Touch, it’s not Martha Stewart.” I want to add Love to everything I touch, which includes sewing, floral arrangements, decorating, coordinating events, crafts, monogramming, consulting and personalizing cards.

They wished to purchase draperies that were blue in color.

Every manager is asked to plan ahead for the summer’s production.

We will ask every department to purchase only the basic essentials.

Production will resume again in July. The meeting will be kept brief in duration. The department heads have been asked to

cooperate together in this project.

active voice All distributors sales totals will be

reviewed. Management will be the reviewers.

Management will review distributors’ sales totals.

Meetings were held last week. Teams involved included marketing, sales and accounting.

Marketing, sales and accounting teams held meetings last week.

passive voice Mistakes have been made.

Layoffs will be announced.

The marketing statistics will be available next week.

Weak sales are the result of seasonal variations and purchasing miscalculations.

A meeting could be held to resolve these issues.

Mistakes have beenhave been made.

Layoffs will bewill be announced.

The marketing statistics will bewill be available next week.

Weak sales are are the result of seasonal variations and purchasing miscalculations.

A meeting could becould be held to resolve these issues.

adjectives and adverbs The committee seldom considered grievances of a controversial natureof a controversial nature.. The committee seldom considered controversialcontroversial grievances.

The skids were stacked in an unsafe mannerin an unsafe manner. The skids were stacked unsafelyunsafely.

All letters that contain information about proof of purchasethat contain information about proof of purchase must be forwarded to the assistant in charge of marketing. All proof-of-purchase lettersproof-of-purchase letters must be forwarded to the marketing assistant.

UNI College of Business Administration

Business Communication Program

Dale Cyphert, Ph.D.www.cba.uni.edu/buscomm

Curris 263AIM: DrCyphert

UNI College of Business Administration Writing for Business Three Simple Rules JPEC Workshops September 8, November 3.

Documents

percent of customers

long distance services

long distance calls

average cost of long

wide diversity of people

wide range of people

floral arrangements

personalizing cards