business writing overview. barriers to communication verbal barriers inadequate knowledge or...
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Business WritingOverview
Barriers to Communication
Verbal Barriers
•Inadequate knowledge or vocabulary•Differences in interpretation•Language differences•Inappropriate use of expressions•Over abstraction•Ambiguity•Polarization
Nonverbal Barriers•Inappropriate or conflicting signals•Differences in perception•Inappropriate emotions•Distractions
Communication Cycle
Reader Receives
the Message
(stimulus)
Reader Reads the Message
Reader Must
Understand the
Message
Reader needs to
Act
PDA Purpose
Details
Action
Document Expected Reader Action
Sales letter which describes a trip to Alaska
Purchase the trip
Letter requesting a recommendation
Provide the recommendation
Proposal to purchase a new computer
Approve the proposal
Letter asking for a job Grant interview or give writer the job
Rhetorical Awareness
Purpose
Audience
Stakeholders
Context
http://owl.english.purdue.edu/owl/resource/624/1/
User Centered Design
Focus on Audience Expectation(s) Characteristics Goals Context
Identify Audience Needs (Details) Who, What, Where, When, Why, How or
How Much
http://owl.english.purdue.edu/owl/resource/629/02/
Audience AnalysisPrimarySecondaryShadow Stakeholders
Questions to ask before writingWhat is your relationship with the audience?How will the audience react?What does the audience already know?What is unique about the audience?
Document Organization
http://owl.english.purdue.edu/owl/resource/548/1
Explain purpose and present main ideas What is this? Why am I getting it? What you do want me to do?
Logical progression of ideas State most important information first Keep like information together Organize each paragraph around one main idea Begin each paragraph with one key sentence
Document Design
Format must conform to document Resume, cover letter, memo, report,
email Easy to locate information Key points use bold, underline or italics Clear headings and subheadings Improve readability with indentation or
bullets
HATS, http://owl.english.purdue.edu/owl/resource/632/01/
Document Development
A. PersuasiveB. InformativeC. Concise
Provide background information Use specific examples to support Use charts, diagrams and tables Eliminate noise Proof for clarity, further explanation, details
http://owl.english.purdue.edu/owl/rresource/548/1
Situation SubjectLine
Purpose Statement
Details Expected Action
Ask your supervisor to take a course, attend a workshop, or attend a national conference for reimbursement (funding for this is encouraged)
Inform classmates of the procedures required to log in to student portal, student email, PC login in computer lab
Summarize progress made in the planning of a student sponsored event (fundraiser, service project, guest speaker, other)
Request the purchase of new furniture/technology for student lounge and study areas on campus
Inform students, faculty and staff about technology procedures to follow to access student email, student portal, AU website and computer login
Summarize the status regarding career fair exhibitors
Choose the Right Words Write Clearly
Accurate and complete Familiar words; write to express not to impress Specific, concrete language Avoid dangling expressions Avoid clichés, slang, jargon Write concisely (redundancy and wordiness)
Write Effective Sentences Simple sentence Compound sentence Complex sentence Sentence variety
Active vs. Passive Words Parallel Structure
Use Appropriate Tone
Write confidently
Use a courteous and sincere tone
Use appropriate emphasis and subordination
Use positive language
Stress the YOU attitude