Business Communication Lecturer Amos Rao Class 2 The

Business Communication Lecturer: Amos Rao Class 2: The Writing Process

The Writing Process (写作过程） � Introduction � Business writing � Communication strategies � Deciding to write � Writing Stages Business Communication (BUS-100) 12/03/2021 2

Normal Writing （普通写作） � Take your time � Organise your thoughts � Write and rewrite Business Communication (BUS-100) 12/03/2021 3

The Writing Process � Introduction � Business writing � Communication strategies � Deciding to write � Writing Stages Business Communication (BUS-100) 12/03/2021 4

Business writing is not like normal writing… Business Communication (BUS-100) 12/03/2021 5

Business Writing （商务写作） �Work under huge time pressure �Must write quickly and under pressure �Must be accurate �Must be succinct Business Communication (BUS-100) 12/03/2021 6

Business Writing �Deadlines to meet �Clients to please �Meetings to schedule Business Communication (BUS-100) 12/03/2021 7

Business Writing �We must learn how to increase efficiency �Objective: WRITE FASTER! Business Communication (BUS-100) 12/03/2021 8

Business Writing �Before we write, we must make some decisions: ◦ Set Communication Strategy ◦ Decide whether to write or not ◦ Split writing into stages Business Communication (BUS-100) 12/03/2021 9

Business Writing �Set Communication Strategy �Decide whether to write or not �Split writing into stages Business Communication (BUS-100) 12/03/2021 10

The Writing Process � Introduction � Business writing � Communication strategies � Deciding to write � Writing Stages Business Communication (BUS-100) 12/03/2021 11

Communication Strategy （沟通策略） � To be covered in a later lecture Business Communication (BUS-100) 12/03/2021 12

The Writing Process � Introduction � Business writing � Communication strategies � Deciding to write � Writing Stages Business Communication (BUS-100) 12/03/2021 13

Business Writing �Set Communication Strategy �Decide whether to write or not �Split writing into stages Business Communication (BUS-100) 12/03/2021 14

“To write or not to write, that is the question” Business Communication (BUS-100) 12/03/2021 15

Do I write? �Do you have an important reason to write? Business Communication (BUS-100) 12/03/2021 16

Do I write? �Reasons: ◦ Someone has asked you to ◦ Way to stay organised ◦ Good format for making mistakes Business Communication (BUS-100) 12/03/2021 17

Do I write? �Is writing the best thing to do? ◦ Maybe a meeting or a phone call would be better? ◦ Why? Business Communication (BUS-100) 12/03/2021 18

Do I write? �Do I want a permanent record? �Are my feelings real or temporary? �Are you the right person to be writing? Business Communication (BUS-100) 12/03/2021 19

Do I write? �Sometimes speaking is a better option. . . �Do you need more audience feedback? �Do you need a quick response? �Okay so you have decided… Business Communication (BUS-100) 12/03/2021 20

I will write Business Communication (BUS-100) 12/03/2021 21

Business Writing �Set Communication Strategy �Decide whether to write or not �Split writing into stages Business Communication (BUS-100) 12/03/2021 22

The Writing Process � Introduction � Business writing � Communication strategies � Deciding to write � Writing Stages Business Communication (BUS-100) 12/03/2021 23

Stages （阶段） �It will be more efficient to split your writing into the five stages of the writing process Business Communication (BUS-100) 12/03/2021 24

Stages �Gathering �Organising �Focusing �Drafting �Editing Business Communication (BUS-100) 12/03/2021 25

Stages �Gathering �Organising �Focusing �Drafting �Editing Business Communication (BUS-100) 12/03/2021 26

Gathering �This is the first step �There are different ways to go about it… Business Communication (BUS-100) 12/03/2021 27

Gathering （搜集） �Option 1: Collect from outside sources Business Communication (BUS-100) 12/03/2021 28

Gathering � Books � Files � Financial Statements � Printouts � Websites � Interviews � Etc. Business Communication (BUS-100) 12/03/2021 29

Gathering �Option 2: Be more intuitive ◦ USE YOUR BRAIN Business Communication (BUS-100) 12/03/2021 30

Gathering � Brainstorm: think very hard about your topic, alone or with others. Write it down! � Free writing: make yourself write (even if it doesn’t make sense) Business Communication (BUS-100) 12/03/2021 31

Gathering � Always keep notes and carry paper and a pen (Android, i. Phone, i. Pad & other tablets also good) ◦ You never know when you might get an idea you need to write down! Business Communication (BUS-100) 12/03/2021 32

Stages � Gathering � Organising � Focusing � Drafting � Editing Business Communication (BUS-100) 12/03/2021 33

Organising （组织） � Once you have enough info, you must organise your thoughts. � Many different ways of doing this… Business Communication (BUS-100) 12/03/2021 34

Organising � This should be a way for you to visualise your information, such as… Business Communication (BUS-100) 12/03/2021 35

Organising �A traditional outline � A mind map � A pyramid shaped chart Business Communication (BUS-100) 12/03/2021 36

Organising �A traditional outline � A mind map � A pyramid shaped chart Business Communication (BUS-100) 12/03/2021 37

Outline （概述） � Use different labels (bullets and/or numbering) ◦ 1, 2, 3; ◦ a, b, c; ◦ i, iii; �For items of different importance Business Communication (BUS-100) 12/03/2021 38

Outline � 1. Section Title �Main Point 1 �Supporting point 2 �Supporting point 3 Business Communication (BUS-100) 12/03/2021 39

Organising �A traditional outline � A mind map � A pyramid shaped chart Business Communication (BUS-100) 12/03/2021 40

Mind Map （思维导图） � Put the main point in the middle and supporting points around it Business Communication (BUS-100) 12/03/2021 41

Business Communication (BUS-100) 12/03/2021 42

Lets make a mind map on… � ? Business Communication (BUS-100) 12/03/2021 43

Organising �A traditional outline � A mind map � A pyramid shaped chart Business Communication (BUS-100) 12/03/2021 44

Pyramid Chart （金字塔图表） � Main ideas on top � Ideas get more specific as we work our way down � In the core text page 39 Business Communication (BUS-100) 12/03/2021 45

Stages � Gathering � Organising � Focusing � Drafting � Editing Business Communication (BUS-100) 12/03/2021 46

Focusing （集点） � Now that you have your ideas organised, decide what are the important parts of your message � There are many techniques, follow along on Page 40 Business Communication (BUS-100) 12/03/2021 47

Focusing � Skimming � Teaching � 2 minute Summary Business Communication (BUS-100) 12/03/2021 48

Skimming （略读） � Imagine the reader “skimming” � Skimming = to read very fast, focusing on main points, not details Business Communication (BUS-100) 12/03/2021 49

Skimming � What do they need to know the most? � Summarise a large number of ideas into a few sentences � This helps separate main and minor ideas Business Communication (BUS-100) 12/03/2021 50

Teaching � Teach your ideas � Think about how you would teach these ideas to someone who is not an expert � This makes you think about your audience � It is most important that they understand! � (also a good way to prepare for exams) Business Communication (BUS-100) 12/03/2021 51

2 minute summary � “ 2 minute summary” � “Boss Summary” ◦ Imagine your boss wants you to tell him/her about your report in two minutes Business Communication (BUS-100) 12/03/2021 52

2 minute summary （两分钟总结） � “ 2 minute summary” ◦ What would you say? ◦ What would you talk about? Business Communication (BUS-100) 12/03/2021 53

Focusing � Use one or many of these or other techniques Business Communication (BUS-100) 12/03/2021 54

Focusing � Now you have an organised, focused list. � You may find now you have to go back and get more information Business Communication (BUS-100) 12/03/2021 55

Focusing � This is fine! � Go back and research and organise more if necessary. � At least you know your shortcomings Business Communication (BUS-100) 12/03/2021 56

Writing � The first 3 steps are considered: ◦ Pre-writing �Pre-writing is what you do before writing ◦ Pre-writing is just as important as writing ◦ A good writer spends 50% of their free time pre-writing and 50% of the time writing � After pre-writing comes writing Business Communication (BUS-100) 12/03/2021 57

Writing � Once we are done prewriting, we must go to the writing phase. Business Communication (BUS-100) 12/03/2021 58

Stages � Gathering � Organising � Focusing � Drafting � Editing Business Communication (BUS-100) 12/03/2021 59

Drafting （制图） � The first stage of writing Business Communication (BUS-100) 12/03/2021 60

Drafting � Write in any order: ◦ Don’t worry about writing Introduction – Main Body Conclusion Business Communication (BUS-100) 12/03/2021 61

Drafting � Write in whatever order is the easiest for you � Many people say to write Introduction last (I do) Business Communication (BUS-100) 12/03/2021 62

Drafting � Avoid editing or correcting � Drafting should be creative, not technical � Leave editing for after draft is done Business Communication (BUS-100) 12/03/2021 63

Drafting � Print! � Print your draft and read it. � Better to have a hard copy than to stare at the computer all day! � You can scribble on it if you want Business Communication (BUS-100) 12/03/2021 64

Drafting � Take your time. � After you are done drafting, take a break, relax before editing. � Why? Business Communication (BUS-100) 12/03/2021 65

Drafting � Take your time ◦ This will give you time to organise your thoughts Business Communication (BUS-100) 12/03/2021 66

Stages � Gathering � Organising � Focusing � Drafting � Editing Business Communication (BUS-100) 12/03/2021 67

Editing （编辑） � Edit for content ◦ Read through your paper ◦ Make sure it says what you want it to Business Communication (BUS-100) 12/03/2021 68

Editing � We will discuss this in detail in lecture 4 Business Communication (BUS-100) 12/03/2021 69

Tutorial � The tutorial will explore the pre-writing stage of the writing process Business Communication (BUS-100) 12/03/2021 70

Next Class � Referencing Business Communication (BUS-100) 12/03/2021 71