The Writing Process

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The Writing Process Megan Stiles Ed. 205 Section 03 QUIT

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Locker−Kienzler: Business and Administrative Communication, Eighth Edition I. The Building Blocks of Effective Messages 5. Planning, Composing, and Revising © The McGraw−Hill Companies, 2008 C H A P T E R 5 Planning, Composing, and Revising Learning Objectives After studying this chapter, you will know: 1 More about the activities involved in the composing process, and how to use these activities to your advantage. 2 New techniques to revise, edit, and proofread your communications. 3 Ways to combat writer’s block. Locker−Kienzler: Business and Administrative Communication, Eighth Edition I. The Building Blocks of Effective Messages 5. Planning, Composing, and Revising © The McGraw−Hill Companies, 2008 I N T H E N E W S Always the Same, Always Different W e call it a “process” because, when we write, there are certain steps we always take. There’s always an element of planning and research, always a step where we actually put words together, and always some kind of editing and revision. Jane Garrard, the Vice President for investor and media relations at Tupperware Brands Corporation is responsible for producing an earnings release statement for the company Web site, every quarter. Every quarter, that task requires the same steps. She gathers facts and data about Tupperware’s business and earnings; summarizes that information for Tupper- ware’s shareholders and investors; produces the tables, graphs, and balance sheets that are part of the standard earnings release “boilerplate,” or template; and circulates the document for review. That’s a writing process, and it’s the same every quarter. But it’s also a communication process, because it’s different every quarter. Every quarter brings different numbers, different directions for the company, different market conditions with different investor ex- pectations. Every quarter, it’s a different message, requiring a different approach and different inter- pretations. Garrard and her team must decide the best ways to balance their responsibility to Tupper- ware’s customers with regulatory requirements and company interests. They have to interpret the data, analyze their audience, consult with their co-workers, and then compose an earnings release statement that meets every- one’s goals. That’s a challeng- ing job, and a “boilerplate” won’t help with it. It’s important to have a process to follow when you communicate, because a process will help you organize your time, information, and priorities. But communication isn’t just about doing the same thing in the same way, every time. Every communication task is different, so the first step in the “process” is to decide which steps in the process to follow, and how. 135 “The first step in the ‘process’ is to decide which steps in the process to follow, and how.” Adapted from Assaf Kadem, “Facts and Interpretation,” Communication World, December 2006, 30. Locker−Ki ...

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A step by step guide to report writing Step 1 Choose your topic If you are given a list of topics from which to choose, select the one that interests you the most or that may have relevance to your chosen career. If you are allowed to create your own report topic choose a subject that you want to learn more about and that interests you or is a current problem in your workplace that you wish to address. Step 2 Read the instructions relating to your assessments as set down in your Course Guide Always check your course guide to ensure that you are clear about what you are required to do. • When is the report due? • How long is it? • What is the format? • What is the structure? • How does this topic relate to the course? • How does this topic relate to the current area being studied? Step 3 Analyse the topic Break the topic into its component parts to understand what the main issue is that must be addressed. Report topics can usually be divided into three sections: • Content What is the issue or problem to be addressed? • Instruction What have you been asked to do in relation to the topic? • Scope How has the topic been limited – is there a focus on particular organisations/ countries /year(s)? Underline key words and draw circles around the action/instruction words. It is really important that you understand what the instruction words are telling you to do. Step 4 Brain storm – what do you already know about the issue? A brainstorm is the beginning of a mind map – these random ideas can be organised into a structured mind map that will provide you with a guide for your research and your writing. • Using your reading, lectures and your own experiences think about what you already know about the problem/issue. • On a blank piece of paper, write down all the ideas that you think might be related to the subject under review • Write down where you think you need to go to get information other than from books, journals websites etc. Think about who you know in business who you might be able to interview. Step 5 Starting your research Although you are required to read and research widely, it is better to gain an overview of the topic by firstly reading the recommended texts – don’t go straight online unless instructed to do so by your lecturer or tutor. The texts will give you a broad understanding of .the main ideas, writers and theories associated with the issue. By familiarising yourself with the key concepts, the next stage of your investigation will be more targeted. Step 6 Mind mapping A mind map is a visual way of gathering your ideas about a particular topic. Mind maps help you to identify the main ideas and what research needs to be conducted to provide the evidence that supports these ideas. Your mind map is a good time management resource. It will help you focus your search for information more efficiently and to organise your ideas into a coherent and logical structure when you write your .

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