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Mentor¿s Message: Good Writing Gets Results
The Basics of Good Business Writing
Foundation Principles
Like everything of consequence, good writing rests on a number of principles.
Clarify your propose
Take a reader-centered approach
State your key message clearly
Keep the message short and simple
Confirm your delivery strategy
Scope Your Project
Before you begin writing, always ¿scope¿ the project. Scoping means determining the breadth of your subject and how deeply you will cover it. A good job of scoping will save you and your audience unnecessary time and work.
Broad versus limited scope
Start-Up Strategies
One of the hardest parts of the writing process is getting started. This section offers several strategies for overcoming that problem.
Questioning
The traditional outline
The brainstorm outline
Free writing
Organize Material According to Purpose
Written communication must be logically organized¿otherwise, it won't accomplish its intended purpose. This section described several organizing methods.
Order of importance method
Chronological method
Process and procedure methods
Spatial arrangement method
Compare and contrast method
Specific-to-general or general-to-specific method
Analytical method
Writing the First Draft
Use the first draft to get all key points down on paper¿or on the screen. This section will help you through this important stage.
Begin where you feel most comfortable
Write in "categories"
Special considerations for a technical document
Structuring Paragraphs
Paragraphs are the essential building blocks of writing. They introduce topics, and signal readers that another step in an argument has begun. Do a good job with paragraphs and the writing battle will be half won.
Limit the number of subjects in each paragraph
Create smooth transitions
Editing for Content
Once you complete the first draft, you must edit its content, finalizing the structure, logic, and message of your document.
Put your message in focus
Review for clarity
Sequence your key message strategically
Answer your readers' question: "Why?"
Editing for Style
In this stage of editing, your job is to make your writing sing. You do this by giving it visual appeal, the right voice and tone, and by making it accurate. Text with these qualities has an impact on readers.
Design for visual impact
Match your tone to your audience
Check for conciseness
Adopt the active voice
Edit for accuracy
Drafting E-mail
E-mail correspondence should receive the same attention that business letters, memos, and reports receive.
Common problems
Start with the subject line
Only one topic per e-mail
Make the purpose of the message clear
Be concise and use attachments
Remember your audience
Keep formatting simple
Review your company's e-mail policy
Know when not to send an e-mail
Tools and Tips
Tools for Business Writing
Worksheets that will help you through the writing process
Test Yourself
A helpful review of concepts presented in this guide. Take it before and after you¿ve read through the guide to see how much you¿ve learned.
To Learn More
Titles of articles and books that can help you further master this topic.
Sources for Writing for Business
Notes
Use this Notes section to record your ideas
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