The Writing Process updated

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University of Cincinnati, Main Campus *

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2081

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Business

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Feb 20, 2024

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docx

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Uploaded by BrigadierPorpoise1529

The Writing Process (1% of Final Grade) This Assignment will work through ideas contained in Ch. 2-5. Please submit your assignment as a separate word document by uploading it to the assignment . Respond to each of the numbered items by either writing a short analysis (a few sentences) or completely rewriting a sentence. Carefully follow the directions for each numbered item. Your document should have responses for Numbers 1-40. A response is required for all questions that are numbered and RED. 1. If you were a business communication instructor and received this email from a student, how would you react? Analyze your instructor as an audience for this student’s message and write out at least 3 changes the student might make to achieve his or her goal. 2. When you read the following email, you can clearly see that it was written in anger – never a good idea! Please write at least 3 ideas for revising this email for writing style. What could be said differently so that the receiver is more likely to respond favorably to the message?

The 3 C’s of Business Communication are to be Clear, Concise and Correct Most mid-level professional employees receive 200-300 emails per day. In order to help reduce the amount of email, please think of the 3 C’s in all of your writing. How can you revise your writing so that it is clearer, and more concise? The following exercises help illustrate how you can “rethink” your writing. Be Simple to Be Concise. Think Clearly! The following sentences contain inflated language, wordy or unnecessary phrases, please revise them. Don't ignore material. Don't change anything that is correct, simply rewrite the following sentences to be clearer and more concise. 3. I'm writing to inform you that the product which you ordered has been out of stock for somewhere around three weeks. The product you ordered has been out of stock for around three weeks. 4. I look forward with the greatest of anticipation to our mutual agreement to a suitable compromise. I look forward to our mutual agreement. 5. He was hired on the premise that he had a good comprehension of our present-day situation. He was hired on the premise that he had a good comprehension of our present-day situation. 6. The information which is attached herewith is of a confidential nature. The attached information is confidential. 7. We've already previously gone through each of the reports and chosen the most completely accurate one. We’ve already chosen the most completely accurate report. 8. Files which are old and outdated should be discarded in the garbage. We shouldn’t use old and outdated files. 9. If any problems which we didn't foresee should arise, please contact Mrs. Zhurkov, who's our sales manager. Please contact our sales manager, Mrs. Zhukov, if any problems come up. 10. We intend to start the undertaking of a new project. Wed like to start a new project. Planning Written and Spoken Messages Goodwill is the ability to create and maintain positive, productive relationships with others, enable networking, and build trust. Goodwill builds positive business relationships. Avoid language that may be considered offensive, non-inclusive, negative, or insensitive . Rewrite the following sentences to build and protect goodwill. 11. Management expresses appreciation for all the maintenance workers. Management is grateful to all the maintenance workers.

12. As expected, the spin doctors fired a quick response to the complaints of the consumer advocacy group. The spin doctor gave a quick response to the complaints of the consumer advocacy group. 13. Our paraplegic first-shift supervisor zips around the plant in his motorized wheelchair. Our first shift supervisor supervises the plant at all costs. 14. Obviously, we had reached a Mexican standoff with the negotiations. We had not reached an agreement in the negotiations. Receiver-Centered Messages Emphasize the reader’s viewpoint and the “you” attitude. Rewrite the following sentences to reflect receiver-centeredness. Adapt messages to meet the needs of the audience: envision the audience, consider all factors, and focus on the reader’s point of view, and promote goodwill. 15. Human resources require all employees who work with dangerous goods or hazardous materials to have a complete physical every year. 16. The supervisor asked Josh to go back and make revisions to the final draft of the report so that the data will be completely accurate. 17. Since I took a leadership role on this project, the team’s performance has improved. 18. After recent downsizing, most employees are beginning to feel like rats on a sinking ship. Doublespeak – Language to Avoid Corporate language used to deliberately mislead, hide, or evade the truth. This distortion of truth is found in military, political and corporate language; loss of credibility and respect results. Please determine a more straight forward translation for the following “double speak.” Double Speak Straightforward Translation Shabby Chic 19. Collateral damage or friendly fire 20. REMOVED 21. Person of interest 22. Rightsize 23. “Your services are no longer required.” 24.

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Revise Your Writing Reporter’s Questions – Sometimes you must add information to a sentence in order for it to be clear and concise! Revise these sentences by answering the reporter’s questions (who, what, when, where, why and how). 25. We need this information for the meeting. 26. Weather problems in the area resulted in damage to the computer systems. 27. If we cannot solve this problem, we will not meet the customer’s deadline.

Specificity Revise these sentences by using precise words. 28. We need reports as soon as possible. 29. Fire in the office led to substantial losses. Passive Voice Passive voice leads to vague, wordy sentences. Revise the following using active voice. Most business writing should be in active voice. Passive voice should only be used in occasions when it is necessary to emphasize the receiver of the action, or you need to be tactful. 30. Benefits were derived when George attended the conference. 31. The meeting on departmental rules and regulations was attended by the nursing staff. Sentence Length The following sentences are unnecessarily wordy. They contain expletives, “be”-verb constructions, redundancies, camouflaged words, and wordy prepositional phrases. Revise to make more concise. 32. In regard to the progress reports, they should be absolutely complete by the fifteenth of each month. 33. There is the possibility that we will implement these suggestions early next month. Simplify for Easier Understanding To limit sentence length, limit word length. Find shorter, easier-to-understand words to replace the following words. This can be accomplished in one or two short words. 34. Adjacent 35. Consequence 36. Subsequent 37. Numerous 38. Elucidate 39. Residence 40. Frequently

The Writing Process updated

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