Business writing training
Writing can be a joy provided the basic purpose is clear. It proves to be tedious when the very motive is hazy. In simple terms, effective business writing means betting things done. The simple target can be achieved if we write with the following two-fold purpose in mind: to inform the reader and to request him to take action. In written business communication the expectations from the reader are high with respect to involvement. The effectiveness of the business message can be measured in terms of the speed with which the desired action is initiated and subsequent results produced.
Stages of writing:
Acquiring the ability to write in a logical, coherent manner requires a lot in terms of preparation. It can almost be compared to making a presentation where the key mantra is rehearse, rehearse and rehearse, prior to the final appearance before the audience. Similarly, the amount of time consumed in preparing the written message should far exceed the actual writing process.
The three stages in the writing process are:
On most occasions problems arise because of the improper of time for the three stages of business writing. Maximum amount of time is spent on writing the draft and minimum time on either preparing for the material to be drafted or revising.
The amount of time that goes into revising occasionally equals that of preparing for the draft. Contract this with the situation in which maximum amount of time is spent in revising, followed by preparing for the draft and then, finally, writing. The output is definitely better, well though of and clearer.
If the process of writing were to be understood in terms of, say, a twelve-hour time frame, the writer can safely assign one hour for the incubation of the idea, approximately four hours for planning the script, one hour for writing, and five hours for revising. The one-hour that is surplus and not accounted for is needed as time spent in taking a short break after writing. It is a well known fact that the writer, after completion of writing, would definitely detect errors in writing if were to re-read the original text. Hence it becomes imperative that for an unprejudiced correction of the errors we go back to the original text after a short break.
Within the framework suggested, the task of the writer gets simplified if the writer identifies the following steps prior to commencing work:
Define the problem. A proper definition of the problem and clarity of purpose makes writing meaningful. The purpose could be to inform, to persuade, to regulate or to collaborate. A change in this would also result in a change in the style of writing as the level of participation from the reader either increases, decreases or remains stagnant. If it is the first, the style of writing can be passive as minimum involvement from the recipient is expected. Persuasion would necessarily require a high level of involvement on the part of the reader. Unless and until the tone is very convincing, the purpose of the writer would be defeated. Finally, when it comes to either regulation or collaboration, the participation from the receiver is going to be the highest. With the above specified purpose the style and the tone should as far as possible, be active so that the receiver is forced to take cognizance of the material provided. Writing becomes more focused when similarities and dissimilarities between the existing systems and proposed ones are studied and suitably explained. Similarly, the relevance of the issue within the existing time frame is also important. If business writing could reflect concerns of the above specified nature, it would be easier to arrive at an effective definition of the work problem.
Gather material. After the problem has been defined, the stage comes for gathering the material. Browsing through the library, the previous reports and other written communication pertaining to the problem can also provide sufficient information. Most of the above mentioned sources would be there in the library.
Organize material. The material gathered through research can now be collated and given a systematic ordering. This again is contingent upon the definition of the problem. More often than not, more material is collected than is needed. Sifting through the gathered information, retaining the relevant and discarding the non-relevant material should be done in a systematic manner. A good way of doing about it is to jot down the main points on cue cards. Once all material has been written on the cards, it can be sifted easily and an order or pattern can be assigned to the relevant information. This is part of the pre-drafting stage that takes up quite a substantial amount of time. Now begins the second stage of writing or drafting the message. The basic rule is: do not spend too much time on trying to correct grammar and language in the initial phase of writing. Just let the content unravel as moving through the points. There is a reason behind not spending too much time at the drafting stage. The mind cannot perform two activities at the same time. Try to be particular of the style and attempt putting all the points in an aesthetically appealing manner, end up with either unsatisfactory results or spending more time than is required. Therefore, it is essential that the correction of the written communication be left for the final stage of revision in which the piece of writing can be given both an aesthetic and a logical appeal.
Complete the task. Revision does not bring the written piece of information to a close. The text now needs to be carefully pruned to ensure all formatting, and incorporating of structural details is complete. This is the final stage, and though not time consuming, definitely requires careful reading.
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