Lecture Business and administrative communication: Chapter 5 - Kitty O. Locker, Donna S. Kienzler
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Chapter 5
Planning, Composing,
and Revising
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Chapter 5 Learning Objectives
LO 5-1 Activities involved in the composing
process, and how to use these activities to
your advantage
LO 5-2 Guidelines for effective word choice,
sentence constructions, and paragraph
organization
LO 5-3 Techniques to revise, edit, and
proofread your communications
52
Ways Good Writers Write
Revise first drafts
Write regularly
Break big jobs into small chunks
Focus on purpose, audience
Choose from several different strategies
Use rules flexibly
Finish a draft before editing text
53
Four Basic Composing Activities
1. Plan – analyze, gather
2. Write – transform ideas
into words
3. Revise – evaluate, get
feedback, change
4. Edit – correct grammar,
typos
54
More About Composing Activities
Don’t have to do in 1-2-3 order
Don’t have to finish one to start another
Don’t have to use all activities for every
message
55
Brainstorm, Plan, and Organize
When content isn’t obvious—
Brainstorm
Free write
Cluster
Talk to audiences
56
Writing Good Business and
Administrative Documents
Closer to conversation
Varies by audience
Contains easy-to-read words,
sentences, and paragraphs
Attention to visual impact
Less formal than academic writing
(except reports)
57
HalfTruths about Style
1.
2.
3.
4.
5.
6.
7.
8.
Write as you talk
1/2
Never use I
Never use You
Never begin sentence with And or But
Never end sentence with preposition
Never use sentences with more than 20 words
or paragraphs with more than 8 lines
Big words impress people
Business writing does not document sources
58
Ten Ways to Make Your Writing
Easy to Read
As you choose words—
1. Use accurate, appropriate, and familiar
words
2. Avoid technical jargon; eliminate
business jargon
59
Ten Ways to Make Your Writing
Easy to Read, continued…
As you write and revise sentences—
3. Use active voice most of the time
4. Use verbs—not nouns—to carry weight
of sentence
5. Eliminate wordiness
6. Vary sentence length and structure
7. Use parallel structure
8. Put readers in your sentences
510
Ten Ways to Make Your Writing
Easy to Read, continued…
As you write and revise
paragraphs—
9.Begin most with topic
sentence
10.Use transitions to link
ideas
511
Organizational Preferences in
Writing Style
Good writing varies by organization
Preferred style should be used
When preferred style is bad
Ask about poor examples you find
Recognize that a style may serve a purpose
512
Revise, Edit, and Proofread
Revise – change content, organization,
and tone to satisfy purposes and
audiences
Edit – change mechanical flaws,
grammar errors
Proofread – correct typing errors
513
Use Feedback
Ask for feedback you want
Approach Benefits Tone Grammar
Heed comments, even if you disagree
Rephrase
Give more details
Document sources
514
