Business Communication Skills for ManagersThe Three-Part Writing ProcessWhat you’ll learn to do: Identify the three parts of thewriting processWriting a message that is consistently well received can become a habit, but it can be hard fornew writers to achieve. The three part writing process ensures the best outcome each time.Good writers plan their messages, often using an outline or notes made before writing themessage. Lack of a plan before writing mayseemto save a writer time, but it can confuse thewriter once she begins, and it slows the receiver. The communication will not be at its best thatway. This module discusses how to improve speed and clarity in communication. With a solidoutline, the actual writing focuses on phrasing and word choice. This module discusses how toword the message with a you-view. Finally, the message is reviewed and revised. This moduleprovides the final clean-up tools to help you proofread during the revising step.Learning OutcomesDiscuss the importance of the planning stage in the writing processWrite a business message based on an outline using the appropriate components of abusiness messageRevise a business message for tone, message, and correctness
Planning Business MessagesWhile this whole module is about writing, most of thethinkingabout what you are going to writehappens before you compose a single sentence. Planning and outlining is where your analysisand organization get done, so that when you’re ready to write, all you have to worry about issentence structure, word choice, and tone—which is more than enough!Remember those school days when teachers required outlines before you could start writing yourpaper? They may have referred to it as part of a “pre-writing” phase. It turns out those outlinesare life skills, not just busy work. As adult business communicators, you should still commit tooutlining. An outline serves as a road map for what you’re going to write,andit aids in breakingweak writing habits. Outlines set a writer up for success. Unlike in school, they do not need to beformally typed and numbered; they can exist on a notepad or scrap to the side of the keyboard.That said, using your word processor’s outlining function is a great way to keep your outlinetidy, and cutting and pasting makes it easy to rearrange your order.First, determine how the receiver of this communication likely feels about the communication:positive, neutral or negative. Focus on what the receiver feels based on the receiver’s situation.Do not factor in “How I’d like to hear this news.” The receiver has not researched this message,might not have heard parts of the topic before, or has the background you have. The receiver mayhave a different work responsibility and may need background to fully appreciate thecommunication. Factor all of that into the audience analysis. This is you-view planning. You-view thinks about what thereceiverwants and needs to understand. Do not factor in your ownfeelings.