Digital Key Concepts Management 102 Professor Estenson PREPARING TO WRITE Writing Apprehension • CAUSES – Early Efforts – Never Been Taught – Lack of Knowledge of purpose, audience or point of the effort • FIXES – Work Shops – Write then Right – Supportive Evaluation PLANNING • WHAT – Nature of the message – What needs to be communicated? • WHY – Why bother? Does the receiver know why message is being sent? • WHO – Have I chosen the right person? – What channel is this person comfortable receiving? • WHEN – Too early or too late. Close to critical meetings • WHERE – Where should the message come from? • HOW – Channel (Letter, Memo, Report, Email, Phone Call, Brochure, Newsletter, Manual PRINCIPLE ONE: Choose Words Precisely • DENOTIVE - Word has a common meaning. – Malapropism - Confusing one word for another • Allegory or Alligator Immoral or Immortal • CONNOTATIVE - Word’s meaning is subjective. – Euphemism (Intended positive connotation) • Slim or Slender versus Skinny or Scrawny • Friendly Fire • Surgical Air Strike • LANGUAGE IS FLUID NOT STATIC PRINCIPLE TWO Use Short Rather Than Long Words • The goal is clarity and understanding not a chance to show how smart you are. PRINCIPLE 3 Use Concrete Rather Than Abstract Words • Concrete Specific at lower rung • General at the higher rungs PRINCIPLE 4 Economize on the Use of Words • Avoid Wordiness. • Break old writing habits. • Avoid use of old models of organizational writing. PRINCIPLE 5 AVOID OVERUSED OR HACKNEYED PHRASES OR JARGON • Hackneyed – At your earliest convenience – Pursuant to – Thank you in advance • Jargon – Buzzword Hell PRINCIPLE 6 Use Positive Words That Convey Courtesy • Minimize negative information • State information positively • Avoid gender terms PRINCIPLE 7 Use a Conversational Style • Everyday business language (face to face communication with receiver) • Check your understanding of receiver (knowledge, expertise, interests, culture, and value system) PRINCPLE 8 Keep Sentence Relatively Short • Most effective business sentences are between 15 to 20 words long. • Sentences express one main point PRINCIPLE 9 Prefer Active Voice to the Passive Voice • Subject - Verb - Object – David Leeper directed the meeting. (A) – The meeting was directed by David Leeper (P) PRINCIPLE 10 Develop Effective Paragraphs • One Main Idea Per Paragraph • Determine if Deductive or Inductive – If Deductive - Present main idea in lst sentence – If Inductive - Begin with details then main idea • Use a Variety of Sentence Structures • Emphasize Important Points • Keep Paragraphs Short PRINCIPLE 11 DEVELOP COHERENCE • Create a smooth flow between sentences • Transitions can be created by – Repeating Key Words – Use pronouns and synonyms to avoid repetition – Use transitional words or phrases PRINCIPLE 12 Edit and Rewrite • Read what was written • Exam for clarity, concreteness, and conversational tone • Determine grammatical accuracy • Check organization to assure coherence • Accept that multiple drafts are necessary Specific Check Points • • • • • • Look for “Plain English” terms Eliminate Unneeded Words Explain Abbreviations and Acronyms Eliminate Jargon Eliminate Unnatural Phrases Use Small Words EDITING (Continued) • • • • Use Active Instead of Passive Verbs Use a Fog Index Correct Spelling and Grammatical Errors Correct Sexist Errors Work Products • Audience analysis for each letter or memo. • Refusal Letter • Persuasive Letter • Memo to your leader • Transmittal Letter • You are free to pick topic and audience. • Remember to write in a manner that matches your topic and audience.