11

Business Writing Business Writing in a in a

Technical EnvironmentTechnical Environment

Prepared by Prepared by Graham AssociatesGraham Associatescopyright copyright © 2002 2002

22

The Writing SystemThe Writing System

AnalyzePurpose

AnalyzeAudience

Write Purpose

Statement

GatherInformatio

n

Write SentenceOutline

WriteDraft

Revise Content &

Organization

Edit for Coherence

Edit for Clarity

Edit for Economy

CheckReadabilit

y

CheckCorrectne

ss

Proofread

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33

Analyze PurposeAnalyze Purpose

Audience’s purpose for readingAudience’s purpose for reading

Do not confuse Audience’s purpose withDo not confuse Audience’s purpose with• your purpose for writingyour purpose for writing• the topic or underlying workthe topic or underlying work

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44 How Audience Wants How Audience Wants Information Information

In the body of the document, order the content according to audience:

Expert Sources-methods-data>findings>conclusions or recommendations

Manager Recommendation or

result>discussion

Operator Expected result>instructions

Layperson Conclusion>discussionPage 12

55

Analyze AudienceAnalyze Audience

What Audience needs to knowWhat Audience needs to know

Audience’s purpose for readingAudience’s purpose for reading

Page 16

Limit what Audience needs to know to accomplishLimit what Audience needs to know to accomplish the purpose—the purpose—notnot everything you know about everything you know about the subject.the subject.

66

Analyze AudienceAnalyze Audience

What Audience needs to knowWhat Audience needs to know

High or low level of knowledge

Audience’s purpose for readingAudience’s purpose for reading

Page 18

High or low depends on what the Audience needs High or low depends on what the Audience needs to know.to know.

77

Analyze AudienceAnalyze Audience

What Audience needs to knowWhat Audience needs to know

High or low level of knowledge

Believes or needs proof

Audience’s purpose for readingAudience’s purpose for reading

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88

Multiple Audience Multiple Audience

Partition subject matter three ways:

1. Write separate documents.2. Break core document into

sections.3. Use front and back matter.

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99

Purpose Statement Purpose Statement

Actor -- Names the document

Action -- Sets expectations and tone

Audience -- Identifies the primary audience

Topic -- Tells What Audience needs to knowWhat Audience needs to know

Outcome -- Defines Audience’s purpose for Audience’s purpose for readingreading

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1010

Sentence OutliningSentence Outlining

1. Write points using short words in short 1. Write points using short words in short sentences.sentences.

2. Evaluate points to eliminate irrelevancies and 2. Evaluate points to eliminate irrelevancies and redundancies.redundancies.

3. Group points as major and minor.3. Group points as major and minor.

4. Sequence points.4. Sequence points.

Page 39

1111 Tips for the Writing Tips for the Writing PhasePhase

1. Put yourself in a good environment.

2. Write swiftly -- don’t edit!

3. Write details to support each point in

outline.

4. Use personal shorthand.

5. Write in order--body, conclusion,

introduction.

6. Take short breaks.

7. Select tools to make the job easier.Page 58

1212 Overview Your Overview Your DocumentDocument

IntroductionIntroduction Executive Summary Executive Summary AbstractAbstract

Purpose statementPurpose statement Purpose statement Purpose statement TopicTopic Plan of documentPlan of document Recommendations Recommendations SignificanceSignificance BackgroundBackground Key findings Key findings MethodsMethods AudienceAudience What happens nextWhat happens next ResultsResults Sources-methodsSources-methods ConclusionsConclusions Key termsKey terms LimitationsLimitations

Page 66

Page 62-64

Page 68

1313 Revision Means Re-Revision Means Re-SeeingSeeing

1. Take a break before starting revision.

2. Work with a hard copy of the draft.

3. Put yourself in the reader’s place.

4. Use the content and organization content and organization tests.tests.

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1414

Content TestContent Test

Content includes points plus supporting details. Your content must answer three questions:

1. What is the topic?1. What is the topic?You owe the reader a clear purpose

statement.2. So what?2. So what?

Or What’s the point? Why do I care?3. Specified how?3. Specified how?

You must back your points with relevant, adequate, and accurate

details. Page 72

1515

Organization TestOrganization Test

You must organize points and details to help the reader use the information. If you answer “yes” to any of these questions, you must re-organize your message:

1. Does message read like a data dump?2. Does message read like a story?3. Is message filled with I, me, and mine

instead of you and yours?

Caution: You cannot edit your way out of an Caution: You cannot edit your way out of an organization problemorganization problem..

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Revise with OutliningRevise with Outlining

1. Pull points from paragraphs.1. Pull points from paragraphs.

Analyze purpose and audience.Analyze purpose and audience.

Write a purpose statement.Write a purpose statement.

Add points you think are missing.Add points you think are missing.

2. Evaluate points to eliminate irrelevancies and 2. Evaluate points to eliminate irrelevancies and

redundancies.redundancies.

3. Group points as major and minor.3. Group points as major and minor.

4. Sequence points.4. Sequence points. Page 76

1717

Edit for CoherenceEdit for Coherence

• Repeat key words.

• Ensure paragraphs begin with points.

• Use transition words.

• Use vertical lists and tables to present

series.

Page 79

1818

Edit for ClarityEdit for Clarity

Clarity is the chief stylistic concern!Clarity is the chief stylistic concern!

First, ambiguity at the word level.

Second, check sentence structure.

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1919

Choose Words CarefullyChoose Words Carefully

•Use concrete and specific

words.

•Avoid passive voice, future

tense, and

would, should, could verbs.

•Eliminate ambiguous

pronouns.

•Use Standard English

•Be positive

•Make sentences and series

parallel.

•Test modifiers.

Page 95 - 118

2020

Edit for EconomyEdit for Economy

Deadwood causes these problems:

1. hides the message

2. fills message with general and

abstract words

3. slows the reader

4. increases grammar and punctuation

errors

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2121

Cutting DeadwoodCutting Deadwood

• Cut empty verbs -- find buried verbs

• Cut unnecessary prepositions• Cut who, which, that, and there• Cut repetition• Cut redundancy• Cut implied phrases• Cut unnecessary or vague

modifiersPage 121 -134

2222

Check for ReadabilityCheck for Readability

The Gunning Fog IndexThe Gunning Fog Index

1. Use a sample of a hundred words or more.2. Average sentence length = #words/#sentences3. Long words = #long words per 100

Note: Long words have three or more syllables. However, do not count capitalized words, abbreviations, Arabic numbers, or words whose third syllables are es or ed endings.

4. (ASL + LW) x .4 = Fog Index (Grade Level)

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2323

Typical ReadabilityTypical Readability

6 10 13 16USA TodayUSA Today Hunt for Red OctoberHunt for Red October Time MagazineTime Magazine

Washington PostWashington PostThe Writing SystemThe Writing System

The EconomistThe Economist

IEEE IEEE

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Improve ReadabilityImprove Readability

• Replace long words with short words.• Cut sentence length.

Page 140 - 142

2525

Check for CorrectnessCheck for Correctness

In this order, check

1. Word Choice2. Grammar3. Punctuation4. Mechanics

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2626

The Writing SystemThe Writing System

AnalyzePurpose

AnalyzeAudience

Write Purpose

Statement

GatherInformatio

n

Write SentenceOutline

WriteDraft

Revise Content &

Organization

Edit for Coherence

Edit for Clarity

Edit for Economy

CheckReadabilit

y

CheckCorrectne

ss

Proofread