Fundamentals of Writing Business Messages

Fundamentals of Writing Business Messages - Lesson 1...

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Unformatted text preview: Lesson 1: Fundamentals of Writing Business Messages / The Process of Writing Business Messages / It is a myth that people simply sit down and write their messages. Researchers in the field of composition, such as Peter Elbow, now know that writing is a process. In fact, a great fear of many writers is writer’s block , which is the inability to get words down on a page. Knowing that writing is a process will help you overcome writer’s block. The writing process involves three basic stages: 1. Planning – the time spent thinking about what you have to say and how you will say it. 2. Composing – the time spent drafting (composing multiple versions of a message before completing the final written communication)the message. Most pieces of writing go through more than one stage of composing. 3. Revising – polishing the final draft into a finished document ready to be shared with audience. In addition to learning that writing is a process, researchers have discovered that writing in isolation is not always the best choice. In the business world, writing is often done as a collaborative activity in which a number of people can be involved. Planning Good writers find it is best not to Act on the impulse of immediately trying to write. Instead, they think about what they need to do first. Because this stage might not yet involve putting anything down on paper, it is sometimes called prewriting – planning stage. The planning stage of writing can be broken down into steps: • Analysis of the writing task • Gathering supporting information The key elements of analysis are: • Defining the problem • Establishing the purpose • Determining the audience • Anticipating benefits/objections • Devising an organizational plan, possibly in an outline format Some useful techniques for generating ideas include brainstorming , clustering (using diagram of circles and connecting lines to jot down and orgainize ideas) , and diagramming your ideas on paper. The key elements of gathering supporting information involve planning and going to sources, such as company records, the Internet, or talking to informed parties. Writing Writing involves more than sitting at a word processor typing the text of a communication. Few people ever produce a finished text in this manner. A finished communication usually goes through a number of drafts before it is ever sent to the intended audience. Using an old-fashioned method, some writers still hand copy the first draft before turning to the word processor. They say handwriting a document helps them to “think out” their message. Others might compose lists, compile a series of notes, or free write . Many writers today compose on screen, because word processing allows great flexibility in changing a text, with cut-and-paste, delete keys, and other sophisticated editing features....
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This note was uploaded on 08/26/2011 for the course COM 3100 taught by Professor Steinfatt during the Spring '11 term at FIU.

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Fundamentals of Writing Business Messages - Lesson 1...

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