Guffey’s 3-x-3
Writing Process
Chapter 5
Organizing and
Writing Business
Messages
Phase 1: Prewriting
Analyzing, anticipating, adapting
Phase 2: Writing
Researching, organizing, composing
Phase 3: Revising
Revising, proofreading, evaluating
Ch. 5, Slide 1
Topics in This Chapter
Ch. 5, Slide 2
Types of Formal Research Methods
Accessing information electronically on the
Internet and in databases
Searching manually in books, articles, and
other secondary sources
Investigating primary sources, such as
interviews and surveys
Experimenting scientifically with control
groups
Ch. 5, Slide 3
Types of Informal Research
Methods and Idea Generation
Ch. 5, Slide 4
Use Cluster Diagrams to Generate, Organize,
and Classify Ideas
Paid gym
membership
Looking in the company files
Talking with your boss
Interviewing the target audience
Conducting an informal survey
Brainstorming for ideas
Developing a cluster diagram
SmokingSmokingcessation
programs
Gifts and
premiums
New menu
in cafeteria
Financial
incentives
Peer
mentors
Ch. 5, Slide 5
Improving
employee
health
Seminars
and
workshops
Flex time
for workouts
Guest
speakers
Ch. 5, Slide 6
Tips for Organizing Ideas
in a Cluster Diagram
Tips for Organizing Ideas
in a Cluster Diagram
Analyze the ideas generated in the original
cluster diagram.
Cross out ideas that are obviously irrelevant;
simplify and clarify.
Add new ideas that seem appropriate.
Study the ideas for similarities.
Group similar ideas into classifications.
Prepare an outline if the organization seems
clear.
Make subcluster circles around each
classification for further visualization.
Ch. 5, Slide 7
Ch. 5, Slide 8
The Alphanumeric Outline
Methods for Organizing Ideas
Ch. 5, Slide 9
The Decimal Outline
Ch. 5, Slide 10
Overall Organization
Ch. 5, Slide 11
Ch. 5, Slide 14
For Receptive Audiences, Use the Direct
Pattern to Group Ideas
If pleased
If mildly interested
For Unreceptive Audiences, Use the
Indirect Pattern to Group Ideas
If displeased or
disappointed
If unwilling or
uninterested
If neutral
DIRECT PATTERN
If hostile
INDIRECT PATTERN
Bad News or
Main Idea
Good News or
Main Idea
Ch. 5, Slide 15
Composing
Ch. 5, Slide 16
Creating Effective Sentences – Overview
1.
2.
3.
4.
5.
6.
7.
8.
Use short sentences
Write in complete sentences (clauses not phrases)
Avoid fragments
Avoid run-ons
Avoid comma splices
Emphasize the main idea(s)
Avoid dangling & misplaced modifiers
Know how to use active & passive voice
Ch. 5, Slide 17
Use the Active Voice for
Most Sentences
Ch. 5, Slide 18
Use the Passive Voice To Deemphasize the
Performer and/or To Be Tactful
Active voice: We lost money.
Passive voice: Money was lost (by us).
Active voice: I sent the e-mail message yesterday.
Passive voice: The e-mail message was sent yesterday (by
me).
Commonly used in most writing
Used to disassociate the subject from the action; often
used to deliver bad news
The subject is the performer
Passive voice test: Ask “By whom?” If you can fill in the
performer, the verb is probably in the passive voice
Ch. 5, Slide 32
Ch. 5, Slide 33
Use Active Voice for
Directness, Vigor, and Clarity
Use Passive Voice to Be Tactful or to
Emphasize the Action Rather Than the Doer
Direct and Clear in Active Indirect and Less Clear in
Voice
Passive Voice
The manager completed
performance reviews for all
employees.
Performance reviews were
completed for all employees by
the manager.
Evelyn initiated a customer
service blog last year.
IBM will accept applications
after January 1.
A customer service blog was
initiated last year.
Applications will be accepted
after January 1 by IBM.
Less Tactful or Effective
in Active Voice
More Tactful or Effective
in Passive Voice
We cannot grant you credit.
The CEO made a huge error in
projecting profits.
I launched a successful fitness
program for our company last
year.
Credit cannot be granted.
A huge error was made in
projecting profits.
A successful fitness program was
launched for our company last
year.
Ch. 5, Slide 34
Drafting Effective Paragraphs
Drafting Effective Paragraphs
Compose short paragraphs.
Paragraphs with eight or
fewer printed lines are most
readable – and will reduce
the chances your audience
will fall asleep!
Ch. 5, Slide 35
¶
To create effective paragraphs, discuss only
one topic in a paragraph.
By John S. Donnellan
Group similar
ideas together.
Ch. 5, Slide 36
¶
Drafting Effective Paragraphs
Arrange paragraphs in one of these plans.
Ch. 5, Slide 38
Ch. 5, Slide 37
Direct Paragraph Plan
_______________________________
_______________________________
_________________________________
________________________________
_______________________________
________________________________
_______________________________
__________________________________
_________________________________
______________________________
Main
Supporting
Ch. 5, Slide 39
Indirect Paragraph Plan
_______________________________
_______________________________
_________________________________
________________________________
_______________________________
________________________________
_______________________________
__________________________________
_________________________________
______________________________
Pivoting Paragraph Plan
Supporting
_______________________________
_______________________________
_________________________________
________________________________
_______________________________
________________________________
_______________________________
__________________________________
_________________________________
______________________________
Limiting
Main
Supporting
Main
Ch. 5, Slide 40
¶
Drafting Effective Paragraphs
To build coherence, link ideas with one of
these devices.
Ch. 5, Slide 41
Techniques for Building Coherence
Sustain the key idea by repeating or rephrasing
it.
For example, Our philosophy holds that every
customer is really a guest. All new employees to our
theme parks learn to treat guests as VIPs.
Employees never tell these VIPs what they can or
cannot do.
Ch. 5, Slide 42
Techniques for Building Coherence
Dovetail sentences by connecting the beginning
of each new sentence with a word from the end
of the previous sentence.
For example, New hosts and hostesses learn about
the theme park and its facilities. These facilities
include telephones, food services, bathrooms, and
attractions.
Ch. 5, Slide 44
Ch. 5, Slide 43
Techniques for Building Coherence
Use a pronoun in one sentence to link to its
antecedent.
For example, All new park employees receive a
two-week orientation. They learn that every staffer
has a vital role in preparing for the show.
Ch. 5, Slide 45
Techniques for Building Coherence
Techniques for Building Coherence
To further build coherence, use transitional
expressions.
To further build coherence, use transitional
expressions.
To Add or
Strengthen
To Show Time
or Order
To Show Cause
and Effect
To Suggest
Contrast
To Clarify
To Contradict
for example
in other words
actually
however
earlier
for instance
instead
finally
I mean
rather
after
additionally
again
also
likewise
consequently
as a result
for this reason
by contrast
conversely
on the contrary
therefore
on the other
hand
Ch. 5, Slide 46
<on to Chap 6…>
Ch. 5, Slide 48
before
Ch. 5, Slide 47