The Writing Process in the Digital Era

LEARNING OBJECTIVES
After studying this chapter, students should be able to

❑Describe the goals of business writers and three phases of the writing
process.
❑Identify the intended purpose and the audience of a message to select
the best communication channel.
❑Discuss expert writing techniques that improve business messages.
❑Apply writing techniques that improve tone, clarity, and effectiveness of a
message.
 APPLYING THE 3- X- 3 WRITING PROCESS TO
BUSINSESS MESSAGE
In workplace, writing should be

▪ Purposeful
Your goal is to solve problems and convey information.
Each message should have definite strategy.

▪ Economical
Present ideas clearly but concisely.

▪ Audience centered
Look at a problem from the perspective of the audience instead of
seeing it from your own.
 APPLYING THE 3- X- 3 WRITING PROCESS TO
BUSINSESS MESSAGE
In workplace, writing should be

▪ Purposeful
Your goal is to solve problems and convey information.
Each message should have definite strategy.

▪ Economical
Present ideas clearly but concisely.

▪ Audience centered
Look at a problem from the perspective of the audience instead of
seeing it from your own.
 FOLLOWING THE 3 x 3 WRITING PROCESS

The writing process consists of three phases

Prewritin
Drafting Revising
g
 FOLLOWING THE 3 x 3 WRITING PROCESS
PREWRITING
- Analyze the audience and the purpose for writing.
- Anticipate the audience’s reaction to your message.
- Adapt your message to your audience using the right words and tone.

DRAFTING
- Research information for the message.
- Organize the message.
- Prepare the first draft of the message.

REVISING
- Edit the message for clarity, conciseness, tone and readability.
- Proofread the message to check spelling, grammar, punctuation and format.
- Evaluate the message to decide if it meets your objective.
FOLLOWING THE 3 x 3 WRITING PROCESS
 ANALYZING PURPOSE AND ANTICIPATING THE
AUDIENCE
A message might have primary and secondary purposes

The primary purpose is mainly to inform and persuade.

- Informational messages are messages that explain procedures, announce

meeting, answer question, and transmit finding.

- Persuasive messages attempt to sell products, convince managers,

motivate workers, and win over customers.

The secondary purpose is to create goodwill.

ANALYZING PURPOSE AND ANTICIPATING THE
AUDIENCE
Anticipating audience
 EMPLOYING EXPERT WRITING TECHNIQUES TO ADAPT
TO YOUR AUDIENCE
Focusing on audience benefits
Adapt your message to the receiver’s needs means

- Putting yourself in the audience’s shoes.

- Giving something to the audience.
- Solving the audience’s problems.
- Saving the audience’s money.
- Understanding the feelings and position of the audience.
 EMPLOYING EXPERT WRITING TECHNIQUES TO ADAPT
TO YOUR AUDIENCE
Focusing on audience benefits
Let’s examine the following example. Which of the following is more
appealing to the audience?
EMPLOYING EXPERT WRITING TECHNIQUES TO ADAPT
TO YOUR AUDIENCE
Cultivating the “You” view
 EMPLOYING EXPERT WRITING TECHNIQUES TO ADAPT
TO YOUR AUDIENCE
Cultivating the “You” view

▪ “You phrasing” is more effective than “we phrasing” for

indicating interest and intent
▪ “ You phrasing” attracts attention and transfers ownership
to the receiver.
HOWEVER
▪ Do not overuse or misuse pronoun you!
 EMPLOYING EXPERT WRITING TECHNIQUES TO ADAPT
TO YOUR AUDIENCE
Sounding conventional but professional
▪ To build a professional image, you should not
▪ Overuse expressions such as super, totally awesome,
insanely, you know, and like
▪ Insert emojis in your business letter.
▪ Include texting-style abbreviations, slangs, sentence
fragments.
▪ Use big words, long sentences, legal terminology
EMPLOYING EXPERT WRITING TECHNIQUES TO ADAPT
TO YOUR AUDIENCE
Sounding conventional but professional
EMPLOYING EXPERT WRITING TECHNIQUES TO ADAPT
TO YOUR AUDIENCE
Sounding conventional but professional
 IMPROVING THE TONE AND CLARITY OF A MESSAGE

Be positive rather than negative

 IMPROVING THE TONE AND CLARITY OF A MESSAGE
Be positive rather than negative
 IMPROVING THE TONE AND CLARITY OF A MESSAGE
Expressing courtesy
 IMPROVING THE TONE AND CLARITY OF A MESSAGE
Avoid gender- , age- and disability- language
 IMPROVING THE TONE AND CLARITY OF A MESSAGE
Avoid gender- , age- and disability- language
 IMPROVING THE TONE AND CLARITY OF A MESSAGE
Avoid gender- , age- and disability- language
 IMPROVING THE TONE AND CLARITY OF A MESSAGE
Use plain language and familiar words
 IMPROVING THE TONE AND CLARITY OF A MESSAGE
Use precise and vigorous words