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 Writing Process in the Digital Era the best communication channel.
❑ Discuss expert writing techniques that improve business messages.
❑ Apply writing techniques that improve tone, clarity, and effectiveness of a
message.
Presented by Pham Minh Hien

APPLYING THE 3- X- 3 WRITING PROCESS TO APPLYING THE 3- X- 3 WRITING PROCESS TO

BUSINSESS MESSAGE BUSINSESS MESSAGE
In workplace, writing should be In workplace, writing should be

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

▪ Economical ▪ Economical
Present ideas clearly but concisely. Present ideas clearly but concisely.

▪ Audience centered ▪ Audience centered

Look at a problem from the perspective of the audience instead of Look at a problem from the perspective of the audience instead of
seeing it from your own. seeing it from your own.
 FOLLOWING THE 3 x 3 WRITING PROCESS FOLLOWING THE 3 x 3 WRITING PROCESS
PREWRITING
- Analyze the audience and the purpose for writing.
The writing process consists of three phases
- 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.
Prewriting Drafting Revising - 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 EMPLOYING EXPERT WRITING TECHNIQUES TO ADAPT
AUDIENCE TO YOUR AUDIENCE
Anticipating 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 EMPLOYING EXPERT WRITING TECHNIQUES TO ADAPT
TO YOUR AUDIENCE TO YOUR AUDIENCE
Focusing on audience benefits Cultivating the “You” view
Let’s examine the following example. Which of the following is more
appealing to the audience?
 EMPLOYING EXPERT WRITING TECHNIQUES TO ADAPT EMPLOYING EXPERT WRITING TECHNIQUES TO ADAPT
TO YOUR AUDIENCE TO YOUR AUDIENCE
Cultivating the “You” view Sounding conventional but professional
▪ To build a professional image, you should not
▪ “You phrasing” is more effective than “we phrasing” for ▪ Overuse expressions such as super, totally awesome,
indicating interest and intent insanely, you know, and like
▪ “ You phrasing” attracts attention and transfers ownership ▪ Insert emojis in your business letter.
to the receiver. ▪ Include texting-style abbreviations, slangs, sentence
HOWEVER fragments.
▪ Do not overuse or misuse pronoun you! ▪ Use big words, long sentences, legal terminology

EMPLOYING EXPERT WRITING TECHNIQUES TO ADAPT EMPLOYING EXPERT WRITING TECHNIQUES TO ADAPT
TO YOUR AUDIENCE TO YOUR AUDIENCE
Sounding conventional but professional Sounding conventional but professional
 IMPROVING THE TONE AND CLARITY OF A MESSAGE IMPROVING THE TONE AND CLARITY OF A MESSAGE

Be positive rather than negative Be positive rather than negative

IMPROVING THE TONE AND CLARITY OF A MESSAGE IMPROVING THE TONE AND CLARITY OF A MESSAGE
Expressing courtesy Avoid gender- , age- and disability- language
 IMPROVING THE TONE AND CLARITY OF A MESSAGE IMPROVING THE TONE AND CLARITY OF A MESSAGE
Avoid gender- , age- and disability- language Avoid gender- , age- and disability- language

IMPROVING THE TONE AND CLARITY OF A MESSAGE IMPROVING THE TONE AND CLARITY OF A MESSAGE
Use plain language and familiar words Use precise and vigorous words