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302Writingstrategies

302Writingstrategies - UNIVERSITY OF SOUTHERN CALIFORNIA...

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UNIVERSITY OF SOUTHERN CALIFORNIA MARSHALL SCHOOL OF BUSINESS Writing For Business
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POWER WRITING Plan Organize Write Edit Rewrite
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PLAN
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When to Write When you have a clear purpose When you need a record of the communication When it is the most efficient method to accomplish objective When you have considered the riskiness, rigidity , and insufficiency of the written word
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When to Talk, Not Write When stakes are high and you are uncertain if reader will accept your point of view. When reader will react negatively and you want to show respect When situation is complex and you anticipate questions When info is confidential
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Ask. . . 1.  What are my objectives?      General?  Action?  Communication?        What do I want the audience to do? 2.  Who is my audience?  Primary?  Secondary?      Key decision maker?   What do they know? 3.  What is my strategy?  Direct?  Indirect? 4.  Is writing the best channel?
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•  Average of 54 minutes are spent planning,      composing, and editing a memo. •  Average employee writes minimum of one      memo per week.  Rewrites 4.2 times.    Employee earning $34,000 a year +  54 minutes to write a memo = $15.75. Memo rewritten 4.2 times = $81.90 One memo per week = $4,258.80 per year
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ORGANIZE
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What’s up? So what? Now what?
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Organizational Model OPEN-- What’s up? Explains why you’re writing--statement of purpose Summarizes message--news up front
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BODY-- So what? Explains message Follows logical pattern to develop content Includes appropriate detail and support Anticipates reader questions
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CLOSE-- Now what? Restates or paraphrases main idea Indicates deadlines Motivates by stressing benefits Pinpoints responsibility for further action Includes courtesies
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WRITE
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WRITING REVIEW Write first draft quickly. Include clear statement of purpose up front. Write from the YOU perspective. Eliminate unnecessary or redundant words. Use natural language.
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Vary sentence structure. Support claims with specifics. Use logical sequence of organization. Use active, not passive structure. Do not write in anger.
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