Business writing

Effective

writing does not come by chance. It does not just happen. It requires a set of skills to write SIMPLY, CLEARLY, ACCURATELY, AND BRIEFLY. have to learn and acquire them as you have earned your professional knowledge and experience

You

Purpose of writing
Writing Writing

to inform to persuade

Writing to inform
Presents

facts, data, statistics, reports, accounts of facts and written with maximum objectivity. is also called expository writing because it expounds or expresses ideas and facts.

It

A check-list
Does

it focus on the subject under discussion? Does it primarily inform rather than persuade the reader? Does it offer complete and exact information? Can the information be ascertained? Does it present the information logically and clearly? Does it make good reading?

Writing to persuade
Persuasive

writing aims at convincing the reader about a mater It is at times called argumentative. The matter has two or more sides to it. The writer seeks to influence and convince the reader It focuses on the reader and does more than just state an opinion

A check-list
Does

it basically seek to convince rather than inform Does it support its view point by giving information or valid reasons Does it clearly follow a logical arrangement of thought and reasoning Does it finally evoke the intended response from the reader

The audience/receiver
Recognize

the needs, expectations, fears, and the attitudes.

Written

communication is one-way till such time the reader responds. So the challenge is to get the written communication right.

Planning saves time and effort

In

good business writing carefully think about what you plan to say, and spend even a bit more time thinking about the people to whom youre going to say it.

Plan writing in writing

Always

plan in writing, not just in your head. If you write your plans down, youll not only remember them more clearlyyoull also be less likely to be thrown off when you do multiple projects at the same time.

Refer

to document planning sheet till it comes as a reflex

Early criticism kills the creative process

We are often crass and cruel to ourselves when we write. We tend to feel and think that our thoughts are not appropriate or phrased or spelled correctly even before we put our pen to the paper This early criticism is one of the chief causes of writers block and of a general dislike for writing. It is also a costly waste of productive time.

The brainstorming attitude

Like

you brainstorm among your colleagues /friends/family for ideas, you brain storm within before you embark on writing. Brainstorm now, organize and perfect later.

Brainstorming guidelines
Write

as fast as you can Start anywhere Free yourself Accept every idea, even weird ones Record as many ideas as possible Write everything down; use abbreviations

 Ignore

spelling, punctuation, sentence structure, etc. all self- criticism

Prevent
Jump Write

freely among ideas

until you burn out; rest; repeat till you achieve what you set out to do

Time for writing

Writing

business documents, like any high-concentration activity, is much easier if you can work uninterrupted. A 1minute interruption from a writing task might require as much as 20 minutes of recovery time before you can resume the flow

Suggestions for reducing writing distractions

Curtail

internal phone calls, meetings, and visitors except for emergencies.

 Come

in early or stay late if you can go to lunch half an hour late. Find quiet time when you are least likely to be disturbed writing appointments with yourself. If someone asks to see you during your scheduled time, say sorry, I have an appointment. What other time would be good for you?

Schedule

 Hang

up a do not disturb until or an in conference until sign on your door, and tell people you insist.

Turn

your writing space away from the entrance to your workplace. Especially if you have no office door. This will reduce interruptions

Executive time
Listening-45%
Speaking-30%

Reading-16%
Writing-9%

Use white noise

In

noisy and open offices, get a softly playing radio or a small fan minimize the distracting conversations floating over your partition

Make your office less appealing to visitors

Sit

in front of a bright window, put books on visitors chairs, or remove visitors chairs altogether. Be very careful when using such techniques to be especially friendly to your colleagues when you finish your writing session

Ignore the phone

Forward

your calls, or have a secretary screen them, or take phone off the hook, which signals that you are busy- which you are

Promise call backs.

If

you are writing and some one calls or pops in, quickly say, can I get back to you in say about 15 minutes?

Find a hiding place.

Try

an empty office, an unoccupied conference room, a storeroom, or even your car in the parking lot.

Dont be an interruption.
Be

sensitive to other peoples need for private writing time. Be observant and flexible when balancing your needs with their time.

Getting it right
The

last phase in producing a good piece of writing is revision.

big-middle-little revising
Revising

isnt easy, partly because writing isnt easy. Written language involves word choice, tone, punctuation, spelling, organization, connection, formality, ambiguity, visual formatting, sequence of tense, pronoun agreement, conciseness, and technical language- to name just a few

 All

of these factors are elaborate systems of constantly evolving linguistic conventions. Are we supposed to think of all that, as we read through No way. Thats why we need to break up revising into three manageable chunks.

Big revising
Skim

through your document, looking for the big picture- the overall content and organization of your work. Eyeball the text from a distance: does it look easy to read (with lots of marginal white space, clearly marked sections, and so on) or does it look like a brick wall of unbroken words? If a memo looks hard to read, it IS hard to read, and it may not be read at all.

Middle revising
Next,

quickly read for simplicity, clarity, and conciseness. Do your readers absolutely need to know everything youve written? Can you leave phrases, paragraphs, or even whole sections out? Can you simplify the language in whats left? Are your ideas clear and to the point?

Little revising
Next,

look for the details- the grammar, spelling, and punctuation. Leave this small but very important detailing to the last. Why correct the spelling of a word you might end up eliminating.

Headlines for instant clarity

Headlines

also known as subject lines must be complete. For example MANAGEMENT MEETING. Whats this memos point? Is it an invitation to a meeting? An agenda? A suggestion for the next meeting? A complaint? You cant tell; youd have to read the fine print. In a way, this subject line is an incomplete headline

x
To

make your memos more clear, think: subject line=purpose +topic. For example: request to cancel the next management meeting. this headline is instantly clear because it states the memos purpose (request to cancel), then the topic (next management meeting).

Add breathing space for reader friendliness

A true story: a few years ago an old friend decided to start a new life. He just picked up and moved from Chennai to Mumbai. He arrived, wrote up a resume- a one-pager, crammed edge-to-edge with everything hed ever done- and started looking for work. Months went by: no job. Puzzled and worried, he revamped his resume, spreading the same information out over to two pages and making the pages breezier, and much easier to read. The next week he found a job

What

happened? Somebody finally read his resume!

Revise for reader friendliness

Frequent

paragraph breaks: even use occasional one- or two- line paragraphs for important thoughts Lists: readers find listed information easier to organize, so they look at lists almost immediately. Lists can also condense documents by allowing the use of phrases instead of sentences

c
Wide

margins: readers find shorter text lines easier to read than long, edge-toedge text lines, and wide margins give readers more room for writing notes Section headlines: headlines allow readers to scan for main ideas, read selectively or in any order they wish, and easily review the document at a later time.

Simplify and clarify your document

Eliminate

nonessential ideas: distinguish what readers need to know from what would be nice to know. Write to express and not to impress: the purpose of business writing should not be to show off, but to inform. Pompous writing often alienates busy readers.

Write

as if your readers were 12 years old: Albert Einstein said that everything should be made as simple as possible, if not simplersums it up

Think

proverbial: proverbs are memorable because they are short and vivid. To make your writing memorable, plan to write simple, vivid, memorable sentences rather than long, abstract dissertations.

Reduce or eliminate big words

Beware

of three-, four-, and fivesyllable words. Change our contemporary organizational structure possesses the prerequisite autonomous functioning capabilities to today we have the strength we need to stand alone. Try to use the simplest words that work.

Use personal pronouns

Instead

of, it is recommended that this procedure be implemented, write WE recommend YOU implement this procedure. personal pronouns can help make sentences simpler, less abstract, and more personal. They also clarify the important issue of who does what.

There-it goes
Reduce

or eliminate unnecessary uses of THERE and IT in phrases such as it is, there was, it will, there has been, and so on. Change it is true that there was anger in the crowd to true, the crowd was angry.x

Advantages of E-mail

E-mail, like death, taxes, and TV, is probably here to stay. It is a wonderful medium- its quick, immediate, generally inexpensive, fairly easy to use, and even environmentally friendly when it saves paper. E-mail is almost universal among modern business professionals, which adds another advantage- the ability to send the same message to many people at once. Moreover, e-mail messages can often be kept permanently in computerized files

Disadvantages of E-mail
E-mail

can reduce live human interaction, leading to oddly impersonal business relationships. Employees send personal e-mails on company time. E-mail encourages sloppy writing. Communicating quickly does not mean you dont have to communicate well

Make your E-mails reader friendly To make the most of email technology and write e-mail it is worthwhile considering the following suggestions

Beware of confidential subjects

You

can never be sure where your messages will be forwarded, how long they will be kept, or by whom.

Know how to brainstorm

Maybe

youre most efficient when you brainstorm and organize on paper first, then write the e-mail. Paper is still OK, you know. What works best for you.

Assume high standards

Many

readers are put off by bad writing in any form, e-mail as well as hard copy. Write as well as you can, whenever you can.

Select your readers

When

messaging to many, be selective: send copies only to those who absolutely, positively need to see it.

 If

Dont assume what you see is what you get

your readers systems are different from yours, your line lengths may spill over and cause an annoying text wrap effect on their screens. To be safe keep your line lengths to 55 or 60 characters, including spaces.

Avoid typing in all caps.

Its

easier to type, but IT SURE SOUNDS LIKE SHOUTING, DOESNT IT? Also, all cap writing slows reading by inhibiting recognition of acronyms, proper names, and sentence starts, which all depend on upper/lower case contrasts.

Use informative subject lines

Readers

may screen their e-mails by scanning subject lines, discarding without reading messages that dont seem relevant or clear. To get your emails read, dont use subjects like management meeting or project xyz if you can use request to reschedule meeting or how project xyz will save $500000/year. these longer subject lines communicate even if your whole e-mail isnt read.

Keep it short
Try

to get your whole message on one screen .it is one the best ways to ensure very high readership

If you cant keep it short, forecast the structure

On

your readers first screen, summarize your message and then forecast its structure by listing all your section headings. This helps readers scroll quickly to sections that may interest them.

Use emphasis devices

Even

though some e-mail systems dont yet allow many word processing options, you can still facilitate reading by using headings, white space, occasional all caps, indents, lists, simulated underlines, and other devices

Beware of acronyms and emoticons

Dont

over use e-mail jargon or those cute little smileys like or . Even though they can communicate quickly, make sure your readers accept them before you them

Print out long ones

If

you print out long emails, your scanning for important sections may be easier than if you roll or scroll on screen

Reply quickly to your messages Dont negate one of the main advantages of email, which is speed. Check your e-mail frequently and reply promptly

Change the subject line of your reply

Your

reply is not the same message as the original email you were sent, is it? So if you can change the subject line. Reply to request to reschedule meeting with meeting rescheduled to May 30

Presentations
Plan

to speak to listeners on their terms Many professionals suffer from a common communication malady: the specialists fallacy.

The Specialists Fallacy: How Presentations Go Wrong

The

specialists fallacy assumes that the listeners are just as familiar with your subject as you are. If you assume this you may lose your audience. With this false assumption, presenters give talks that are too long and full of digressions, contain too much detail, and over use specialized terms Presentations given this way may be misunderstood- or even disregarded

Where the Specialists Fallacy Originates

The

specialists fallacy comes from mistaking familiarity with a subject for an intrinsic simplicity of the subject. if I understand it, everyone under stands it. We assume that what we know is common knowledge and that everyone will understand us if we just say what we know. The result: they dont understand us.

The solution: Plan to Speak to Listeners on Their Own Terms

To

avoid the specialists fallacy and plan your presentations for your listeners, use the presentation planning form. This will help you create presentations that tailor your message to your listeners, avoid the dreaded fallacy, and communicate clearly.

Use a recipe to begin with confidence Say hello and say your name. Greet the audience with a strong, clear voice. If anyone in the audience doesnt know who you are, say your name

2. Name your topic

Tell

them right away what you will be discussing. Dont trust the technique of starting with a joke. Humor is tricky; youre safest to get right down to business and name the topic.

3. Give your topic credentials

Imagine

that your audience asks you, why are you qualified to speak about this topic? dont detail your whole resume- just enough to credential you in this topic. Dont brag about yourself, either- just state your experience. This section should take no more than two or three sentences.

4. Emphasize the benefits

Emphasize

the benefits the audience will gain by listening to you. This is a sometimes neglected but crucial part of an effective business presentation

5. Forecast the structure of your talk Briefly outline the agenda points you will cover. Dont detail them yet, just list them. If you wish, show the audience a visual agenda to accompany your words.

6. Suggest questionanswer rules

Tell

the audience when you would like them to ask their questionsanytime, after sections, or after the entire talk.

7.Start agenda item #1.

Simply

say, now lets start with point #1, and youre in.

 Think

carefully about your business audiences interests and concerns. Find ways your presentation will benefit your audience, and make sure they know, right from the start of your talk, what those benefits are. When you see that your audience is listening with interest, youll more easily deliver a powerful, persuasive presentation.

Use quick specifics for high credibility

Remember

mother Mary who knew Latin or uncle Sam who is great at bridge! We think this way because we have a tendency to generalize from specific experiences. We tend to assume, rightly or wrongly. That behind any specific behavior is a general pattern of knowledge, skill or similar behavior.

In presentations: the quick specifics

And

so it is with professional presentations, especially persuasive ones: if you give your audience specific names, facts, examples, statistics, stories, or analogies-especially lots of them in rapid-fire sequence the audience is likely to assume that for each specific you gave you could have had more to say, and therefore your evidence must be overwhelming and your point valid

Think many and quick, instead of few and deep

Many

audiences will respond best to many specifics quickly stated, rather than few specifics explored in depth. Audiences are generally impressed with a wide sweep, an over view of the evidence. They may eventually require more depth, so an excellent presentation strategy might be to give your wide sweep of quick specifics, then go back and develop one of your specifics in detail.

The

audience will then assume that every one of your specifics could go just as deep, and they will feel a sense of the breadth and depth of your point, even if you dont have the time to detail all your evidence.

A final word: know the breadth and depth of your evidence

The

many and quick strategy could lead to abuses. A few bits of knowledge can be made to deceive unsophisticated audiences. The best presenters know their material broadly and deeply and are always prepared to offer fuller explanations. The wisest audiences know that behind a presenters quick, specific evidence must lie a depth of understanding; if they have any doubts about a presenters knowledge, they must ask for more depth or risk being misled.

Use the BEST recipe to organize your points

After

you have brainstormed the evidence you want to use in your speech, you need to present these specifics in an organized fashion. A handy recipe for organizing a speech is the BEST formula: bottom line, evidence, summary, transition.

B= bottom line
To

open each section of your speech, state in 25 words or less the point you wish to make in that section. Use a signpost phrase like my next point is or point #3 of my presentation is, this gives the audience a clear sense of where you are in your talk.

E= evidence or examples
List

the best evidence, examples, statistics, stories, and analogies you have to support your point. A good technique is to signpost these specifics with a statement such as, let me give you some examples, or here are some statistics you may find helpful. To support you may tell stories about people you have met; tell jokes; and mention shah rukh khan, mahatma Gandhi, Bernard Shaw, Rajneesh just make sure your evidence is quick and convincing

S= summary of bottom line

Restate

your point so the audience knows that you are emerging from specifics into a general statement. You can signpost your points summary with to summarize this point( do not say in conclusion unless you are at the end of your talk)

T= transition to next point

Lead

the audience to the next point with a natural transitional statement, such as that leads me to the next point, or now lets move on.

Use a recipe to conclude with power

The

most effective conclusions are a combination of logical and emotional elements crafted into a clear sequence. To fashion a solid, uplifting conclusion, try this recipe.

1.Announce a stop sign

A

stop sign is an unmistakable verbal signal that your talk is about to end. Classic stop signs include the phrases in conclusion or in summary. Say your stop sign in a clear firm voice, and your audience will perk up- not because theyre glad you are finished, but because they know that they are about to hear an important statement : your final words.

2. Summarize your main points Recap the main ideas you have covered in your talk. Dont say too much; just give a brief bullet point list of your bottom- line points.

3. Motivate the listeners

Even

in low key presentations, you may find that an optimistic, team building feeling would be appropriate as you conclude. To achieve this emotional, motivational effect, experiment with the following terms:

Challenge, difficulty, effort

Tell

the audience that the ideas you have proposed may not be easy to implement. Challenge them to take on the ideas anyway.

Optimism
Express

as much sincere confidence as you can. Be willing yourself to take on the challenges. Predict a realistic success.

The future
Refer

to times to come. Even use the word future as you predict a brighter day

Pronouns
Make

your talks personal. Use the words I, me, or mine- refer to your own commitment. Tell how you feel; risk a bit of selfdisclosure. Use the word you refer to the audience- or even better, use we, us, or our to refer to yourself and the audience as a team.

A final uplifting phrase

Make

the very last words you say turn upward, not downward. Do not end with a statement like, we will look forward to a brighter future and avoid the serious problems of the past. Rather, say we will avoid the serious problems of the past and look forward to a brighter future. Leave the audience moving upward with your last words.

4. Pause and say thank you

Thank

you signals the finish, and therefore the moment listeners can react. The phrase is, in fact, an applause cue.

5. Pause again and solicit questions Make sure your pause is long enough to allow for the listeners applause or appreciative nods. Then, if appropriate, solicit and answer questions.

Handle questions with care

Answering

questions well can be a major key to the success of your presentation, because the Q&A session is where the audience finds out how much you really know about your topic and therefore whether they can believe in your ideas Some useful guidelines

Anticipate questions
Before

the presentation, brainstorm 10-12 tough questions you think youll be asked. Prepare good, solid answers.

Specify when you want the Q&A session

In

your introduction, request questions any time, after sections of the talk, or at the end of the talk. Questions during your talk may make your talk longer and harder to keep focused, but they can make your talk interactive and more engaging.

Listen carefully to questions

Dont

complete questioners thoughtsthat can be insulting.

Always support questioners

Never

put anyone down for asking questions, even poor ones. Put downs only make enemies. Presenters can insult questioners without realizing it by making an unintentionally hurtful comment

For

example, suppose someone asks a question and you say, I thought I explained that, but Ill go over it again for you.

Beware of saying good question If you say to Kareena, youll have to say it to everybody, or risk making people think their questions arent as good as Kareenas

If appropriate, repeat (or restate) the question especially if the question is complex, or if the room is so big that all listeners cant hear the questions posed to you.

Break out multiple-part question

If

someone asks you a three- or four- part question, dont panic. Answer only the first part if the question and then say, now, what was your second question? Handling the questions one at a time is much easier and just as effective.

Answer briefly
The

fewer words you say, the more of them are remembered.

Involve the entire audience in your answer Even though one person asked the question, you should answer to every one, with only a bit more eye contact directed at the asker

 Simply

say you dont know, promise to get back to the asker with an answer, and do it ASAP. You may be better off this way than if you knew the answer right off; getting back quickly shows a customer service attitude.

If you dont know the answer, dont bluff

Techniques for using Laptops or LCDs Dont overdo visual effects; dont make a visual for every single thought. If possible, index slides for quick-reference tailoring on the fly.

Rehearse

carefully. Get there early; check everything twice If using a TV monitor, use at least a 27 screen

If

using a LCD panel and reflective screen, try to get a super-high luminosity overhead projector Allow sufficient setup/boot up time

 Ensure

the image is large enough to be seen at the back; if necessary, use the image sizer on the over head projector Make sure the image is bright enough, but try also to leave the room bright enough for good eye contact

If

presenting in a darkened room, emphasize your voice dynamics If you anticipate long discussions on any slides, turn off the screen saver feature

 For

verbal- visual cooperation, use cascading bullets or progressive highlighting. For commands, use a remote portable mouse as opposed to tapping laptop Create a dark slide effect so you can occasionally speak without visual aids