BUSINESS
WRITING
SKILLS
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
The quality of your relationships
and results will be determined by
the quality and quantity of your
communication with other people.
Ronnie Morris
Central Area Vice President
Coca-Cola Bottling Company of North Texas
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
ELECTRONIC WRITING
 Blessing
– Faster
– Simpler
– Spelling/grammar checkers
 Curse
– Faster
– Simpler
– Spelling/grammar checkers
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
ELECTRONIC WRITING
 Americans becoming dependent
on computers for literacy
 Working vocabulary of average
14-year-old dropped from 25,000
to 10,000 words over past 50 years
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
ELECTRONIC WRITING
"As technology improves and expands,
literacy declines. With e-mail, writing
just keeps deteriorating. People say,
'Get computers in schools,' [but] we
have children who can't read and write
and speak."
Lynn Agress
Founder of Business Writing at Its Best
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
IT’S A MATCHING GAME
 Avoid impersonal writing, such as
e-mail and notes, for “heavy”
messages.
 Deliver “bombs” in person, if
possible. Otherwise, use formal
communications such as letters.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
REMEMBER
In emotional situations ...
 The more emotional the message, the more
personal the medium
– High emotion: In person (assess & adapt)
– Medium emotion: Handwritten letter (careful
choice of words, paper, ink)
– Low emotion: Typed letter (careful choice of
words, paper, formatting)
 STOP and THINK before communicating
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
REMEMBER
Concerning office e-mail ...
 Informal/impersonal
 Research says: Visit or phone call often
is better for your image
 Spell-check, edit, proofread
 Avoid anything nearing “off-color”
 E-mail belongs to your employer!
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
REMEMBER
Regarding the last word ...
 You don’t always have to have it.
 It can do your career more harm
than good.
 Pick your communication medium
carefully.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
BUSINESS WRITING
THAT HITS
THE
TARGET
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
TRIVIA QUIZ
ANSWER
What report gets better reaction:
3-page or 10-page?
It depends.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
TRIVIA QUIZ
ANSWER
Accuracy
What’s preferred
in business
Organization
writing?
Maximum meat/Minimum fat
Attention to detail
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
TRIVIA QUIZ
ANSWER
What’s the key to effective
Effective editing
document organization
and meat/fat ratio?
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
TRIVIA QUIZ
ANSWER
What’s the key to
Effective
proofreading
detail-oriented writing?
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
WHY IS WRITING SO HARD?
Language idiosyncrasies:
 The bandage was wound around the wound.
 The farm was used to produce produce.
 The dump was so full that it had to refuse more
refuse.
 We must polish the Polish furniture.
 He could lead if he would get the lead out.
 The soldier decided to desert his dessert in the
desert.
 Since there is no time like the present, he
thought it was time to present the present.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
WHY IS WRITING SO HARD?
 A bass was painted on the head of the bass
drum.
 When shot at, the dove dove into the bushes.
 I did not object to the object.
 The insurance was invalid for the invalid.
 There was a row among the oarsmen about how
to row.
 They were too close to the door to close it.
 The buck does funny things when the does are
present.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
WHY IS WRITING SO HARD?
 A seamstress and a sewer fell down into a sewer
line.
 To help with planting, the farmer taught his sow
to sow.
 The wind was too strong to wind the sail.
 After a number of injections my jaw got number.
 Upon seeing the tear in the painting I shed a tear.
 I had to subject the subject to a series of tests.
 How can I intimate this to my most intimate
friend?
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
LET'S FACE IT
“English is a crazy language!
English was invented by people,
not computers, and it reflects the
creativity of the human race (which,
of course, isn't a race at all). That
is why, when the stars are out, they
are visible, but when the lights are
out, they are invisible.”
Author Unknown
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
COMMON WEAKNESSES
Wordiness
Technical jargon
Basic language problems
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
REMEMBER
On the written page, being
clear and concise
is more important
than being
impressive, brilliant,
literary, or academic.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
BUSINESS WRITING TIPS
 Know audiences’ preferences
 Be adaptable
 Use reference materials
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
BUSINESS WRITING STYLE
Recommended for Neeley students
Franklin Covey’s
Style Guide
For Business and Technical Communication
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
WORD TO THE WISE
 Memorize most troublesome rules
 For most people, those include …
– Apostrophes
– Hyphenated words
– Semi-colons
– Dashes
– Rule-breaker rules
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
PRACTICAL MATTERS
 Professors/boss preferences
 Time issues
 Stress issues
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
EXECUTIVE SUMMARY
 Most important part of document
 Last piece of document created
 VERY short
 Introduction/body/conclusion
 Enough detail to reflect content
 Concise and complete enough (even if
full document never is read)
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
EXECUTIVE SUMMARY
 Comprehensive restatement of …
– Purpose
– Scope
– Conclusions
• Results
• Recommendations
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
EXECUTIVE SUMMARY
 No new information
 Use transitional words/phrases
 Follow organization of document
 Do not refer to document’s …
– Tables
– Figures
– Appendices
– References
– Other explanatory materials
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
EFFECTIVE WRITING
 Determine best uses of technology
–Software skills
–Attachments to be shared via e-mail
–How far to trust technology
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
WRITING SCHEDULE
 Establish absolute deadlines
 Meet deadlines on schedule
 Work backwards from project duedate to set working due-dates
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
THINK IN REVERSE
 Finalized document due on ________
 Proofreading due on ________
 Final draft due on ________
 Editing #2 due on ________
 Revision due on ________
 Editing #1 due on ________
 Rewrite due on ________
 First draft due on ________
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
WHY IS DRAFTING SO HARD?
We don’t write the way we speak.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
FIRST DRAFT
 Center on subject and substance
 DON’T worry about editing and
proofing—yet
 BUT, don’t neglect editing and proofing
or you get the OOPS factor …
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
“OOPS!” FACTOR
Fyrst, lern ta spel!
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
“OOPS!” FACTOR
Suppose attendance will drop?
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
“OOPS!” FACTOR
So much for the secret.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
“OOPS!” FACTOR
New product offering?
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
“OOPS!” FACTOR
Talk about oxymorons!
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
“OOPS!” FACTOR
Care to check in?
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
PICTURE LESSONS
Writing should be this clear.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
PICTURE LESSONS
 Consider readers’ perspectives
 Plan ahead
 Edit carefully
 Proofread carefully
 Have someone else read it
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
EDITING &
PROOFREADING
IN
BUSINESS
SETTINGS
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
EDITING RULES
(& PRACTICE)
Verbs
has
agree
with
their
And
Proofread
Parenthetical
Don't
Prepositions
Avoid
ItAlso
Be
No
don't
isuse
more
wrong
sentence
clichés
too,
start
carefully
noto
or
never,
double
remarks
to
are
aless
like
ever
sentence
fragments.
not
the
to
ever
specific.
negatives.
split
words
see
(however
plague.
use
if
with
anyou
to a
subjects.
repetitive
relevant)
end
(They're
any
conjunction.
sentences
infinitive.
words
redundancies.
are
old
(usually)
out.
hat.)
with.
unnecessary.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
EDITING
 Split Infinitives
– A split infinitive consists of the function word
to, followed by an adverb (usually an -ly
adverb), followed by an infinitive: to happily
conclude, to weakly demur, to needlessly
suffer.
• The driver is instructed to periodically check the oil
level. (split infinitive)
• The driver is instructed periodically to check the oil
level.
• The driver is instructed to check the oil level
periodically.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
Star Trek:
 "to boldly go where no man has gone before.“
– Here, the presence of the adverb boldly between the parts of
the infinitive, to and go, creates a split infinitive. The
construction can often be avoided by placing the intervening
words after the verb or before the to marker:
 "to go boldly where no man has gone before"
 "boldly to go where no man has gone before."
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
EDITING
 Spell out all…
– Uncommon symbols
– Abbreviations
– Acronyms
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
EDITING
 Focus on content and meaning
– Facts/analysis/recommendations
– Numbers and charts
– Structure and organization
– Sentence/phrase interpretation
– Consistency
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
EDITING TIPS
Be
Be
Focus
Use
confident
straightforward
Be
present
on
Use
kind
economy,
Be
Practice!
active
of
totense
direct
your
your
voice
with
analysis
whenever
reader
precision,
wording
and
recommendations
andpossible
directness
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
ACTIVE VOICE
 In sentences written in active voice, the subject performs the action
expressed in the verb; the subject acts.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
PASSIVE VOICE

In sentences written in passive voice, the subject receives the action
expressed in the verb; the subject is acted upon. The agent performing the
action may appear in a "by the . . ."
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
WHY IS EDITING SO HARD?
 We don’t write the way we speak.
 Most business writing is too
verbose.
–Active voice helps
• Style Guide—“Wordy Phrases” (p. 348 in
Covey’s Style Guide)
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
EDITING PRACTICE
Short-term planning is foremost in the
prioritization of the planning loop.
Writing Coach’s suggested change:
Short-term planning comes first.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
EDITING PRACTICE
It is recommended that a legal action
against a foreign company for the profit
under contention would not be a wise
move.
Writing Coach’s suggested change:
Suing a foreign company for this amount
of money is unwise.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
EDITING PRACTICE
It is Sabrina’s proposal for the adoption
of the employee profile software by the
personnel department. This software
provides assistance in the selection of
new employees.
Writing Coach’s suggested change:
Sabrina proposes that the personnel
department adopt employee profile software
for new-employee selection.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
EDITING PRACTICE
At the previous meeting, a new
organizational plan was selected by the
executive committee and a new budget
also was adopted by the committee.
Writing Coach’s suggested change:
At the previous meeting, the executive
committee selected a new organizational
plan and adopted a new budget.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
PROOFREADING
 Focus on format and usage
– Appearance on page
– Spelling, grammar, typographical errors
• Electronic checks (be careful!)
• Physical check of printed copy
– Usage errors
• Language confusion
• Capitalization and punctuation
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
SPELL CHECK
(& PROOFREADING PRACTICE)
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
PROOFREADING TIPS
Read
PayCheck
special
aloud every
toattention
slow
down
to headings,
and catch
Practice!
capitalization,
topic
more
sentences
grammar/sense
of paragraphs,
flaws
punctuation,
word
division,
visuals, captions
number,
chart, etc.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
WHY IS PROOFING SO HARD?
 Read in unison…
Aoccdrnig to rscheearch at Cmabrigde
Uinervtisy, it deosn't mttaer in waht oredr
the ltteers in a wrod are, the olny iprmoetnt
tihng is taht the frist and lsat ltteer be at
the rghit pclae. The rset can be a total
mses and you can sitll raed it wouthit
porbelm. Tihs is bcuseae the huamn mnid
deos not raed ervey lteter by istlef, but the
wrod as a wlohe.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
AND NOW, THE LAST WORD…
 Every time you write, at every
phase of the process
(drafting/editing/proofreading),
consider:
– Purpose of the communication
– Medium and its effects
– Possible audience interpretations
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
PROOFREADING PRACTICE
The nurse and herpatient discussed
her plans for the future.
Writing Coach’s suggested change:
The nurse and her#patient
discussed the patient’s plans for the
future.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
PROOFREADING PRACTICE
Don enjoys chemistry and he
has always wanted to be a
chemist.
Writing Coach’s suggested change:
Don enjoys chemistry and always
wanted to be a chemist.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
PROOFREADING PRACTICE
In the land of Nod no one wears cloths.
Writing Coach’s suggested change:
In the land of Nod, no one wears
clothes.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
PROOFREADING PRACTICE
Due to incriminating
circumstances, the judge decided
to dismiss the charges.
Writing Coach’s suggested change:
Due to extenuating circumstances,
the judge decided to dismiss the
charges.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
PROOFREADING PRACTICE
The tourism industry is becoming
saturated, and should not grow at
it’s past rate.
Writing Coach’s suggested change:
The tourism industry is becoming
saturated, and should not grow at its
past rate.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
PROOFREADING PRACTICE
I have been wrong by so many of
my so called friends.
Writing Coach’s suggested change:
I have been wronged by so many of
my so-called friends.
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
HOW EMBARRASSING!
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield
POLISHING
YOUR
BUSINESS
COMMUNICATION
IMAGE
Copyright 1999, 2002, 2003, 2004 by Gay Wakefield