Chapter 5

Writing Process Phase

2:

Research,
Organize,
Compose
 The Business Writing
Process: Phase 2
Before we can make decisions and convey those
decisions in written messages or presentations, we
must gather information and organize that
information.
To avoid frustration and inaccurate messages, collect
information that answers a primary question:
What does the receiver need to know about this
topic?
When the message involves action, search for
answers to secondary questions:
What is the receiver to do?
How is the receiver to do it?
When must the receiver do it?
What happens if the receiver doesnt do it?
Ch. 5, Slide
2
The Business Writing
Process: Phase 2
Research Organizing Data
Methods

Effective Effective
Sentences Paragraphs

Ch. 5, Slide
3
Formal Research Methods
The Internet
Access electronically
Databases
Books, articles
Search manually
Other
secondary
Investigate primary sources
Interviews
sources Surveys

Experiment Tests with

experimental
scientifically and control
groups
Ch. 5, Slide
4
 Informal Research and
Idea Generation
Suggestions for group
Look in the brainstorming:
company files. Define the problem and create an agenda that
Talk with your outlines the topics to be covered.
boss. Establish time limits, remembering that short
sessions are best.
Interview the Set a quota, such as a minimum of 100 ideas.
target The goal is quantity, not quality.
audience. Require every participant to contribute ideas,
accept the ideas of others, or improve on ideas.
Conduct an Encourage wild, out of the box thinking. Allow
informal survey. no one to criticize or evaluate ideas.
Brainstorm for Write ideas on flipcharts or on sheets of paper
hung around the room.
ideas.
Organize and classify the ideas, retaining the
Ch. 5, Slide best. Consider using cluster diagrams, discussed
5 shortly.
Organizing Data
Listing and outlining
Grouping ideas into
patterns
Direct pattern for
receptive audiences
Indirect pattern for
unreceptive audiences

Ch. 5, Slide
6
 Grouping
Ideas into
Patterns:
The direct
method has
advantages
Direct for
Receptive
:
Saves the
readers
time.
Audiences
Sets a
proper In the direct
frame of
mind. pattern the main
idea comes first,
Prevents
frustration.
Direct method, also called followed Ch.
by5, Slide
7
 Grouping
The
Ideas into
indirect
pattern
has these
Patterns:
benefits:

Indirect for
Respects
the
feelings
Unreceptiv
of
audience e

Facilitates Audiences
a fair
hearing. In the indirect

pattern the
Ch. 5,main
Slide
8
 Organizing Data: Creating
Cluster
Paid gymDiagrams
Smoking-
cessation
membership
programs
Gifts and New menu
premiums in cafeteria
Financial Improving
incentives employee
health Flex time
for workouts

Seminars
Peer and Guest
mentors workshops speakers

Ch. 5, Slide
9
 Organizing Data:
Subcluster Diagrams
Analyze the ideas in the original
cluster diagram.
Cross out irrelevant ideas; simplify
and clarify.
Add new ideas that seem
appropriate.
Study the ideas for similarities.
Group similar ideas into
classifications
If the organization seems clear,
prepare an outline.
For further visualization, make sub-
cluster circles around each Ch. 5, Slide
10
Organizing Data: Making
Outlines
Define the main topic (purpose of message)
in the title.
Divide the main topic into three to five major
components.
Break the components into sub points.
Dont put a single item under a major
component; integrate it with the main item
above it or reorganize.
Strive to make each component exclusive (no
overlaps).
Use details, illustrations, and evidence to
support subpoints.
Ch. 5, Slide
11
Organizing Data: Making
Outlines

Mary Ellen Guffey, Business Communication: Process Ch. 5, Slide

and Product, 6e 12
Organizing Data: Making
Outlines

Mary Ellen Guffey, Business Communication: Process Ch. 5, Slide

and Product, 6e 13
Creating Effective
Basic sentence elements
Sentences Clauses may be
divided into two
groups: independent
and dependent.
Independent clauses
are grammatically
complete. Dependent
clauses depend for
their meaning on
independent
clauses.
In the two preceding
examples the clauses
beginning with
Because and
When are dependent.
Dependent clauses
are often introduced
by words such as if,
when,
because, and as.
C Squared Studios/Photodisk/Getty Images

Ch. 5, Slide
14
A clause is defined as a group of related words that
contains a subject and predicate (verb).
e.g. he came.

A phrase is defined as a group of related words that does

not contain a subject and a verb.
e.g. on the table.
Consider the following example.
He is laughing at a joker.

The above sentence has two parts he is laughing and

at a joker.

The first part of the sentence he is laughing is a clause

because it has a subject (he) and a predicate (is
laughing).
Ch. 1, Slide
The second part of the sentence at a joker is a phrase 15
Effective Sentences:
Sentence Length
Use short sentences.
Those under 20 words are most readable.

Sentence Comprehension
Rate
Length 100%
8 words 90%
15 words 80%
19 words 50%
28 words

Ch. 5, Slide
16
Effective Sentences:
Emphasize important ideas.
Emphasis
Put main ideas first; use them as
subjects.
Choose vivid words. Labeled
Unlabeled
Send your crisis response
Send your crisis response
team; but, most
team, but also hire a
important, hire a public-
public-relations specialist.
relations specialist.
General
Vivid
One business uses
Herbalife uses face-to-
personal selling
face selling techniques.
techniques.
Ch. 5, Slide
17
Effective Sentences:
Emphasize important ideas.
Emphasis
Place important ideas first or last in the
sentence.
Unemphatic Emphatic (forcibly and
All production and clearly)
administrative personnel will On May 23 all personnel will
meet on May 23, at which meet about salary
time we will announce a new incentives.
plan of salary incentives.
Although you are the first You are the first trainee that
trainee that we have hired we have hired for this
for this program, we have program.
interviewed many
candidates and expect to
expand the program.
Ch. 5, Slide
18
Effective Sentences:
Active
Use and
active-voice
sentences.
Passive Voice
verbs for most

Examples: We lost money.

The accountants made a
mistake.

Use passive-voice verbs to de-

emphasize the performer and/or to be
tactful.
Examples: Money was lost (by us).
A mistake was made (by the
accountants).
Ch. 5, Slide
19
 Effective Sentences:
Dangling Modifiers
(a word or phrase that modifies a word not clearly
For example, a writer
statedmayinhave
the meant to modify the subject,
sentence)
but word order makes the modifier seem to modify an object
instead. Such ambiguities can lead to unintentional humor or
difficulty in understanding a sentence in formal contexts.
Avoid dangling phrases.
Keep phrases close to the words they
describe.
Not this:
An autopsy revealed the cause of
death to be strangulation by
the coroner.
But this:
An autopsy by the coroner revealed
Ch. 5, Slide
20
Effective Paragraphs:
Discuss only one topic in a
Focus
paragraph.
Group similar ideas together.
Paragraphs may be composed of three kinds
of sentences:
Main sentence:
expresses the primary idea of the paragraph.
Supporting sentence:
illustrates, explains, or strengthens the
primary idea.
Limiting sentence:
opposes the primary idea by suggesting a
negative or contrasting thought; may precede
Ch. 5, Slide
or follow the main sentence. 21
Effective Paragraphs:
Three Plans that follow one
Create paragraphs
of three classic paragraph plans:
Direct Pivoting Indirect
plan plan plan

Ch. 5, Slide
22
Effective Paragraphs:
Direct
Direct Plan
Plan
common in
business
Pivoting
Plan
Indirect
Plan
Define, classify, illustrate, or
describe
1.Main sentence 1.Main sentence
2.(Limiting Sentence)
2.Supporting Senten
3.Supporting Sentences
Ch. 5, Slide
23
Direct Plan: Example with
Optional Limiting Sentence
Main Flexible work scheduling could
Sentenc immediately increase productivity and
e enhance employee satisfaction in our
entire organization.
Limiting
Sentenc Such scheduling, however, is
e impossible for all employees.

Supporti Managers would be required to

ng maintain their regular hours. For many
Sentenc other employees, though, flexible
es scheduling permits extra time to
manage family responsibilities. Feeling
less stress, employees are able to
focus their attention better at work;
hence they become more relaxedCh. 5, Slide
and
24
Effective Paragraphs:
Pivoting Plan
Direct
plan
Pivoting
plan
Indirect
plan
Compare and contrast

1.Limiting sentences
2.Main sentence
3.Supporting
sentences Ch. 5, Slide
25
Pivoting Plan: Example
Limiting Foreign service careers are certainly
Sentenc not for everyone. Many
e representatives are stationed in
remote countries where harsh
climates, health hazards, security
risks, and other discomforts exist.
Main
Sentenc However, careers in the foreign service
e offer special rewards for the special
people who qualify.
Supporti Foreign service employees enjoy the
ng pride and satisfaction of representing
Sentenc the United States abroad. They enjoy
es frequent travel, enriching cultural and
social experiences in living abroad,
Ch. 5, Slide
and action-oriented work. 26
Effective Paragraphs:
Indirect Plan
Direct
plan
Pivoting
plan
Indirect
plan
Persuade; deliver bad news;
describe cause and effect
1.Supporting
sentences
2.Main sentence
Ch. 5, Slide
27
Indirect Plan: Example
Supporti According to a recent poll, more than
ng half of all white-collar workers are now
Sentenc dressing casually at work. Many high-
es tech engineers and other professionals
have given up suits and ties, favoring
khakis and sweaters instead. Our own
consultants say they stand out like
sore thumbs because they are
attired in traditional buttoned-down
styles, while the businesspeople they
visit are usually wearing casual
Main clothing.
Sentenc
e Therefore, I recommend that we
establish an optional business casual
policy allowing consultants toCh.
dress
5, Slide
casually as they perform their duties28
Build Coherence, Link
Ideas
Sustain the key idea by repeating or
rephrasing it.

Our philosophy holds that every

customer is really a guest. All new
employees to our theme parks are
trained to treat guests as VIPs.
These VIPs are never told what they
can or cannot do.

Ch. 5, Slide
29
Build Coherence, Link
Use a pronoun as a link to an
Ideas
antecedent
All new park employees receive a
two-week orientation. They learn that
every staffer has a vital role in
preparing for the show. This training
includes how to maintain
enthusiasm.

Ch. 5, Slide
30
Build Coherence,
Link Ideas
Dovetail sentences.
Connect the beginning of each
new sentence with a word from
the end of the previous
sentence.
New hosts and hostesses learn about the
theme park and its facilities. These
facilities include telephones, food services,
bathrooms, and attractions, as well as the
location of offices. Knowledge of
administrative offices and the internal
workings of the company, such as whos in
administration, ensures that staffers will be
able to serve guests fully. Serving guests,
Ch. 5, Slide
of course, is our No. 1 priority. 31
 Use Transitional
Expressions
To Add or To Show
Strengthen Time or To Clarify
Order
additionally after for example
again before for instance
also earlier I mean
besides finally in other words
likewise first that is
moreover meanwhile this means
furthermore next thus
Ch. 5, Slide
32
 Use Transitional
Expressions
To Show To
Cause and Contradict To Contrast
Effect
accordingly actually as opposed to
as a result but at the same
time
consequently however by contrast
for this in fact conversely
reason
so instead on the
contrary
therefore rather on the other
hand
hence though similarly
Ch. 5, Slide
33
 Compose Short
Paragraphs
Eight or fewer printed lines are most
readable.
Dont put the
reader to
sleep!

Improve
comprehension Ch. 5, Slide
34
End

Ch. 5, Slide
35