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Organizing and Writing Business Messages

By Mariah Dempsey and Michael Aguilar

Mariah Dempsey

on 13 September 2012

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Transcript of Organizing and Writing Business Messages

Creating Cluster diagram
to generate ideas Guffey’s 3-X-3 Writing Process Drafting Powerful Paragraphs Plans Direct Plan to Define, Classify, Illustrate or Describe
Pivotal Plan to Compare and Contrast
Indirect Plan to Explain and Persuade
Building Paragraph Coherence
Composing Short Paragraphs for Readability
Organizing ideas into patterns Two organizational patterns provide plans of action for typical business messages: the direct pattern and indirect pattern.
The primary difference is where the main idea is placed. Two Outlining formats Tips for making outlines Define the main topic (purpose of message) in the title
Divide the main topic into major components or classification
Break the components into subunits
Don’t put a single item under a major component
Strive to make each component exclusive
Use details, illustrations, and evidence to support subpoints Suggestions to follow for brainstorming Define the problem and create an agenda that outlines the topics to be covered.
Establish time limits, remembering that short sessions are best
Set a quota. The goal is quantity, not quality.
Require every participant to contribute ideas, accept the ideas of others, or improve on ideas
Encourage wild, out of the box thinking. Allow no one to criticize ideas
Write ideas on flipchart or on sheets of paper hung around the room
Organize and classify the ideas, retaining the best. Summary Guffey’s 3-x-3 Writing Process Method
How to Organize Data into Lists, Alphanumeric or decimal Outlines
Compare Direct and Indirect Patterns for Organizing Ideas
Compose First Draft of a Message, Avoid Sentence Fragments, Run-on Sentences, Comma Slices, Misplaced Modifiers
Using Active and Passive Voice Effectively
Compose Effective Paragraphs using the 3 Paragraph Plans COMPOSING THE FIRST DRAFT RESEARCH THE TOPIC



Indirect Pattern You reveal the main idea only after you have offered explanation and evidence.
This works well with three kinds of messages: (a) bad news, (b) ideas that require persuasion, and (c) sensitive news.
The indirect pattern has these advantages:
Respects the feelings of the audience
Facilitates a fair hearing
Minimizes a negative reaction Direct Pattern You put your main point in the first or second sentence.
Explanations and details follow the direct opening.
The direct method, also called frontloading, has at least three advantages:
Saves the reader time
Sets a proper frame of mind
Reduces frustration
Frontloading technique works best with audiences that are likely to be receptive to what you will say. Informal Research Methods Look in the files
Talk with your boss
Interview target audience
Conduct an informal survey Formal Research Methods Access Electronically
Search manually
Go to the source
Investigate primary sources
Conduct scientific experiments Gathering Information through Research You want to make sure the information answers these questions:
What does the receiver need to know about this topic?
When the message involves action, you should be able to answer the questions:
What is the receiver to do?
How is the receiver to do it?
When must the receiver do it?
What will happen if the receiver doesn’t do it? Mariah Dempsey & Michael Aguilar Chapter 5:
Organizing and Writing Business Messages 7 WAYS COMPUTERS CAN HELP CREATE BETTER WRITTEN MESSAGES, PRESENTATIONS AND WEB PAGES. Creating Effective Sentences Recognize Basic Sentence elements
Avoiding 3 Common Sentence Faults
Preferring Short Sentences
Emphasizing Important Ideas
Managing Active and Passive Voice
Not Having Dangling and Misplaced Modifiers Fighting Writers Block
Collect the Information Electronically
Outlining and Organizing your Ideas
Improving Correctness and Precision
Adding Graphics for Emphasis
Designing and Producing Professional-Looking Documents
Using Collaborative software for Team Writing
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