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about essential of business writing
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Today business moves fast – everyone writes at every business level
Most experts believe the quality of writing has worsen in past 30 years
Problem is not more writing but inability to get to the point Estimates show that up to 30% of letters, memos in industry
and government are to seek clarification for earlier correspondence
These estimates do not include the thousands of messages that are not acted upon because they are not clear
Bottom line: Bad writing is bad for business
Problems in the Workplace
• Working professionals spend 40% of activities related to emails – a third of which is considered wasted time (12% of day) – (Cohesive Knowledge.com)
• Businesses spend $3.1 billion annually on writing training (NY Times, 12/7/2004)
• 85% of business respondents said weak communication wasted time, and 70% cited lost productivity (HR Magazine, April 2006)
• One of the biggest knowledge gaps are writing skills (American Society for Training & Development)
Bad Writing is Bad Business
Not understanding who you’re writing to – Social Factors
Not being clear about what you want – What should the result be?
Not knowing how to organize your message –Writing to yourself rather than to your reader
Lack of editing for language, tone and style Not understanding the cultural context
Causes of Poor Writing
Individualism and meritocracy valued more than ancestry
Efficiency and Decisiveness Optimism and positive thinking (even in bad
times) Cynicism is not appreciated Thinking patterns driven by time Low-context culture
American Cultural Values
Decisions – made on facts and figures rather than on theories
Problems – broken down into small chunks rather than viewed holistically
Solution-driven (“What’s the bottom line?”)
Deductive reasoning – Tell me the bottom line first, then explain the reasons
Thinking Patterns
Direct and explicit for most communications
Avoids confrontation – negative opinions, disagreements, bad news are nuanced and softened
Everything is spelled out; nothing left to chance
Action is immediately expected on what is said
Low Context Culture
You are what you write in the business world◦ co-workers, clients, vendors may know you best by your writing◦ Your writing can convey enthusiasm, intelligence or laziness,
carelessness and social ignorance
Good writing help demonstrate good leadership skills◦ You can show your knowledge of the organization◦ You can make yourself known to the chain of command◦ You can create a positive good impression as a team player
Ability to write well – clearly and concisely – is not an ancillary skill; it is an essential skill to projecting your personal brand
Good Writing Pays Off
This course will cover: Social factors that determine tone and style Use of various forms of communications
(emails, memos, letters, reports, proposals) Organization of content Editing for clarity and concise language Politics of business writing
Good News – you can train yourself to be a good writer
ACADEMIC WRITING BUSINESS WRITING
FORM
Indented paragraphsFormal (Always)
Block paragraphsFormal or Informal
Introduction: Hook Background ThesisBody – Support / details
Conclusion – restates thesis
Opening Hook – in the subject line Background – Brief Purpose for writingBody – Support / details
Conclusion – Call to action (what the reader should do) detail follow-up instructions [most important part]
FUNCTIONTo Prove (arguement)Narrate / make a casePresent ideas- Comparisons- Cause and EffectA Monologue
To Persuade reader to do something - Uses comparisons - Uses cause and effect - Cultural metaphors More like a dialogue
Academic vs. Business Writing
