final presentation assignment joanne weatherall
TRANSCRIPT
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PROFESSIONAL WRITINGENC 3250 CRN 80726
Joanne Weatherall
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DESIGN
Messages in documents and presentation slides
should be easy to read and follow.
The following are used to ensure the message is
clearly understood and visually attractive:
• White space
• Headings
• Limit and use appropriate fonts
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WHITE SPACE
White space is the empty space on a page.
Use white space to:
• Separate and emphasize points
• Create a visually attractive document
• Make material easier to read
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HEADINGS
Headings are used to group points and divide your
letter or memo, or report into sections.
Headings should:
• Be specific
• Cover all material until next heading
• Be parallel at one level
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APPROPRIATE FONTS
No more than two fonts should be used in a single
document.
• Serif fonts are easier to read (Courier, Times
Roman, Palatino, and Lucinda Calligraphy).
• Sans serif fonts are good for titles, tables, and
narrow columns (Helvetica, Geneva, and Arial).
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PERSUASIVE MESSAGES
Purposes
• To have the reader act by providing enough information.
• To build a good image and form relationships.
• To reduce or eliminate future correspondence.
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PERSUASIVE MESSAGES
Best Persuasive Strategy
• Use the direct request pattern when there is no resistance
and when a response is needed only from the people who
are willing to act.
• Use the problem-solving pattern when objection is likely
and action from everyone is needed.
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PERSUASIVE MESSAGES
Other Persuasive Techniques
• Build credibility by being factual, specific, and reliable.
• Build emotional appeal by telling stories and using
psychological description.
• Use the right tone based on the situation and who the
message is directed to.
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PROPOSALS AND PROGRESS
REPORTS
Reports are needed to make plans and solve problems.
Steps to writing a report include:
• Defining the problem.
• Gathering the necessary information.
• Analyze and organize the information.
• Write the report.
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PROPOSALS AND PROGRESS
REPORTS
Proposals suggest a method for finding information or
solving a problem.
A good purpose statement must include:
• The problem or conflict.
• Questions that must be answered to solve the problem.
• The purpose the report is designed to achieve.
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PROPOSALS AND PROGRESS
REPORTS
Progress reports are used to inform the funding agency or
employer of your progress.
You can also use progress reports to:
• Enhance your image
• Float trial balloons – Adding detail and requests.
• Minimize potential problems.
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FINDING, ANALYZING, AND
DOCUMENTING INFORMATION
Finding information online or in published material
involves research.
Primary research gathers new information:
• Surveys, interviews, and observations.
Secondary research retrieves information that someone
else gathered:
• Library research and online searches.
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FINDING, ANALYZING, AND
DOCUMENTING INFORMATION
Analyze collected information:
• Look for answers to research questions, patterns, and
interesting nuggets.
• Analyze numbers and words.
• Evaluate and verify online sources.
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FINDING, ANALYZING, AND
DOCUMENTING INFORMATION
Document sources by using MLA or APA:
• Cite sources appropriately.
• Document the bibliography or resources of a cited source.
• Use quotation marks when using the sources exact words.
• Indent long quotations.
• Interrupt a quotation to analyze, clarify, or question it.
• Use brackets around added or changed words.
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SHORT REPORTS
Patterns of Organization:
Informative or closure reports summarize completed work or
research that does not result in action or recommendation.
• Introductory paragraph.
• Chronological account.
• Concluding paragraph.
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SHORT REPORTS
Patterns of Organization:
Feasibility reports evaluate several alternatives and
recommend one of them.
• Explain the decision to be made.
• List the alternatives.
• Explain the criteria.
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SHORT REPORTS
Patterns of Organization:
Justification reports recommend or justify a purchase,
investment, hiring, or change in policy.
When choosing the headings and organization:
• Indicate what you’re asking for and why it’s needed.
• Briefly give the background of the problem or need.
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SHORT REPORTS
• Explain each of the possible solutions.
• Summarize the action needed to implement your
recommendation.
• Ask for the action you want.
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SHORT REPORTS
Basic strategies for organizing information:
• Comparison/contrast.
• Problem-solution.
• Elimination of alternatives.
• General to particular or particular to general.
• Geographic or spatial.
• Functional.
• Chronological.
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TECHNOLOGY AND SOCIAL MEDIA
Technology and businesses:
• E-mail may seem informal but should be kept professional.
• E-mail is not private as employers can legally check it.
• Continue using you-attitude and positive emphasis.
• Re-read and proofread messages before sending it.
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TECHNOLOGY AND SOCIAL MEDIA
Web writing and Blogging:
• Keep style simple.
• Be clear, concise, and complete.
• Use titles, headings, and bulleted lists.
• Keep it professional in a business setting.
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TECHNOLOGY AND SOCIAL MEDIA
Keeping social networking professional:
• Know your online friends, as well as their friends.
• Set privacy controls appropriately.
• Read user agreements carefully.
• When in doubt, create two pages: personal and business.
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WHAT DID I LEARN?
• The design of a document, website, or e-mail must
include enough white space to be visually attractive.
• Headings and subheadings are just as important.
• The reader interprets the message easier when using
appropriate fonts.
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WHAT DID I LEARN?
• Knowing your audience and how they are likely to
react will help to create a persuasive message.
• When there is a problem or conflict, writing a proposal
can help to define the problem and offer solutions.
• Research is necessary when writing a proposal or
report.
• Researched material must be evaluated and verified.
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WHAT DID I LEARN?
• When a long report is unnecessary, write a short report.
• A short report should contain the needed information to
make a decision.
• A short report is essentially a summary with
conclusions and recommendations.
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WHAT DID I LEARN?
• Technology has become a priority for many businesses
today.
• E-mail, fax, instant message, blogs, social media…
• It is very important to keep a professional tone when
using social media for a business.
• Websites should be kept simple.
• Provide a user friendly site by providing titles,
headings, and bulleted lists.
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ASSIGNMENTS LINKED TO CONTENT
• All of the writing assignments were very helpful in
learning the content of this class.
• The analysis assignments used outside resources aside
from the textbook that served as a useful learning tool.
• The writing assignments ensured the material in the
textbook was used as a hands-on learning experience.
• The Anything Else Café is a very useful tool that
provided the class with additional help and advise.
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WHY DOES THIS LEARNING MATTER?
• Society today is surrounded with technology that is
changing every day.
• It is imperative to learn these necessary skills in order
to grasp society in today’s business world.
• Learning how to properly write a simple e-mail using
proper netiquette is very helpful considering many
social media users do not pay much attention to
grammar.
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GOALS FOR IMPROVEMENT
• I have already begun utilizing the material learned in
this class by improving the way I write.
• The assignment that asked to write a letter to a business
that I was unhappy with their service was very eye
opening for me. Comparing my actual e-mail to my
rewritten letter was astonishing! The rewritten letter
submitted in this class was much neater, definitely more
white space was used, and it was a much better
professionally styled letter.
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GOALS FOR IMPROVEMENT
• I will continue to improve my writing skills.
• Keep my writing professional in business situations.
• Create a personal account when not appropriate for
business.
• Reread and Proofread.