Chapter 2: The Writing Process at Work (Kolin's Successful Writing at Work)

CHAPTER 2The Writing

Process at Work

Philip C. KolinUniversity of Southern Mississippi

Copyright © Cengage Learning. All rights reserved. 2 | 2

What Writing Is and Is Not

What writing is: A fluid process that is dynamic, not static. Changeable as your thoughts, information, and view

of the material changes. Time-consuming. Subject to judgment calls. In need of many revisions to grow into a final

version. What writing is not:

A mysterious process, known only to a few. A magical formula to follow. Completed in the first attempt.


Researching

Researching is the process of obtaining factually correct and intellectually significant information for your audience.

Before you start to compose any e-mail, memo, letter, or report, you need to do research. It is better to find out as much as possible about your topic in advance of writing than to do a poor job.

Research can include conducting interviews, doing fieldwork, attending conferences, collaborating with others, conducting surveys, reading books or periodicals, visiting websites, and more.


Planning

Planning is the process of getting something— anything—down on paper or on a computer screen.

Widely-used strategies for planning include clustering, brainstorming, and outlining: Clustering is diagramming thoughts about a topic by

writing them down, circling them, and connecting related thoughts.

Brainstorming is listing information on a topic in any order as quickly as you can.

Outlining is organizing and grouping information into categories by using headings, numbers, and letters.


Figure 2.1 Clustering of Ideas to Prepare a Report on Flextime


Figure 2.2 Marcus Weekley’s Initial, Unrevised Brainstormed List


Figure 2.3 Marcus Weekley’s Outline After Revision


Drafting

Drafting is the process of converting the words and phrases from your clustered groups, brainstormed lists, or outlines into paragraphs.

Do not expect to wind up with a polished, complete version of your document after only one draft—most letters, e-mails, memos, and reports go through multiple drafts.


Figure 2.4 Intermediate Draft of Marcus Weekley’s Report


Figure 2.5 Final Version of Marcus Weekley’s Report


Guidelines for Drafting

Write the easiest part first. Write straight through (do not worry about

grammar and mechanics). Allow time between drafts to clear your mind. Get outside opinions. Consider whether or not visuals will enhance

your document.


Revising (slide 1 of 2)

Revising is the process of re-seeing, re-thinking, and reconsidering your document after you have produced a draft that successfully conveys the appropriate message to your audience.

Like planning and drafting, revising evolves over a period of time and should not be done in one sitting.


Revising (slide 2 of 2)

Revising involves re-working the document for content (accuracy and relevance of information, presentation of evidence), organization (clarity of main points, order of information, appropriateness of time spent on each point, grouping of related items), and tone (how you sound, how you perceive your audience).


Figure 2.6 Unorganized Opening Paragraphs of Fonseca’s Draft


Figure 2.7 Mary Fonseca’s “After” Draft


Editing

Editing is the process of fine-tuning a document after it has been satisfactorily revised for content, organization, and tone.

Editing involves checking the document for ideal sentence construction, word choice, punctuation, spelling, grammar and usage, and tone.

When editing, you should strive to compose lean and clear sentences, remove unnecessary words, and eliminate sexist and other stereotypical language.


Editing Guidelines for Writing Lean and Clear Sentences

Avoid needlessly complex, lengthy sentences. Combine short, choppy sentences. Tell who does what to whom or what. Use strong, active verbs rather than verb

phrases. Avoid piling modifiers in front of nouns. Replace wordy phrases or clauses with one- or

two-word synonyms. Combine sentences beginning with the same

subject or ending with an object that becomes the subject of the next sentence.


Editing Guidelines for Cutting Out Unnecessary Words

Replace wordy phrases with precise ones (e.g., use agree instead of be in agreement with, slowly instead of at a slow rate).

Use concise phrases, not redundant ones (e.g., use essential instead of absolutely essential, opinion instead of personal opinion).

Watch for repetitious words, phrases, or clauses within a sentence.

Avoid unnecessary prepositional phrases (e.g., audible to the ear, short in duration).


Table 2.1 Wordy Phrases and Their Concise Equivalents


Figure 2.8 A Wordy, Unedited Email


Figure 2.9 A Concise Version of the Wordy Email in Figure 2.8


Editing Guidelines to Eliminate Sexist Language (slide 1 of 2)

Replace sexist words with neutral ones (e.g., use homemaker instead of housewife, chair or chairperson instead of chairman).

Watch masculine pronouns (make the subject of the sentence plural instead of using a masculine pronoun, replace his with the or a or drop it altogether, use his or her instead of his, use the passive voice to avoid using a masculine pronoun).


Editing Guidelines to Eliminate Sexist Language (slide 2 of 2)

Avoid sexist words that end in –ess or –ette (e.g., use flight attendant instead of stewardess, use drummer instead of drum majorette).

Eliminate sexist salutations (e.g., Dear Sir, Dear Madam, Gentlemen).


Avoiding Other Types of Stereotypical Language

Do not single out an individual because of race or national origin or stereotype him or her because of it.

Identify members of an international community accurately.

Avoid words or phrases that discriminate against an individual because of age.

Respect individuals who may have a disability. Do not stereotype based on sexual orientation.


The Writing Process: Some Final Thoughts

Focus on your audience’s needs. Verify that all the information you have used is

current, accurate, ethical, and relevant. Ensure you completed the drafting, revising,

and editing stages of your writing. Confer with co-workers, members of your

writing team, your supervisor, etc., to make sure everyone agrees with the final version

Proofread the final version Send final, revised, edited, proofread version Send the document in the correct format

Chapter 2: The Writing Process at Work (Kolin's Successful Writing at Work)

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Transcript of Chapter 2: The Writing Process at Work (Kolin's Successful Writing at Work)