Three Step Writing Process

What is the 3 step writing process?

The threestep writing process entails planning, writing and completing a message so it has a clear purpose, will reach the receiver effectively and meet their needs. This process is used to communicate both routine and persuasive messages in the work place.

In broad terms, the writing process has three main parts: pre-writing, composing, and post-writing. These three parts can be further divided into 5 steps: (1) Planning; (2) Gathering/Organizing; (3) Composing/Drafting; (4) Revising/editing; and (5) Pro ofreading.

Also, what is preparation in writing process? Preparation. establish your primary purpose (why you are writing) assess your readers (or audience) and their expectations and awareness of the issue(s) about which you are writing. determine the detail into which you must go to achieve your purpose. select the appropriate medium for delivering your words.

Revising, for many writers and teachers of writing, is the most critical step in any writing process. It is also the step that often frustrates many writers because it can be hard to maintain objectivity and focus when looking so closely at your own work.

Written Communication. Definition: The Written Communication refers to the process of conveying a message through the written symbols. The effectiveness of written content depends on the correct choice of words, their organization into correct sentence sequence and the cohesiveness in the sentences.

Three Step Writing Process

TAfter studying this chapter, you will be able to “People have just gone ahead and experimented. There are some very interesting models emerging. ” —Ben Edwards Manager of Investor Communications, IBM www. ibm. com 1 Describe the three-step writing process 2 List four questions that can help you test the purpose of your message 3 Describe the importance of analyzing your audience and identify the six factors you should consider when developing an audience profile 4 Discuss gathering information for simple messages and identify three attributes of quality information List factors to consider when choosing the most appropriate medium for your message 6 Explain why good organization is important to both you and your audience 7 Summarize the process for organizing business messages effectively After launching a breakthrough podcasting series called “IBM and the Future of .

. . ” as a way of letting IBM experts share knowledge on a wide range of topics with customers and investors, the company made podcasting tools available to all its employees, then sat back to see how they might take advantage of this exciting new medium.

Not surprisingly for a company full of bright, creative people, IBM staffers began distributing a wide variety of messages via podcast. One gained an instant following by podcasting about the daily challenges and rewards of being a mobile information worker. Another saved hundreds of thousands of dollars a year in telephone charges simply by replacing a massive weekly teleconference with podcasts. No matter what the technology, innovators such as IBM are constantly looking for new ways to reach their audiences with effective messages.

Choosing the medium is one of the most important steps in planning your business messages, and as IBM demonstrates, the options seem to multiply all the time. Whether you’re creating simple e-mails and instant messages or complex reports and presentations that may require weeks of planning and writing, your goal is to create messages that have a clear purpose, meet the needs of your audience, and communicate efficiently. For every 52 FIGURE 3. 1 The Three-Step Writing Process This three-step process will help you create more effective messages in any medium.

As you get more practice with the process, it will become easier and more automatic. Planning Analyze the Situation Define your purpose and develop an audience profile. Writing Adapt to Your Audience Be sensitive to audience needs with a “you” attitude, politeness, positive emphasis, and bias-free language. Build a strong relationship with your audience by establishing your credibility and projecting your company’s image. Control your style with a conversational tone, plain English, and appropriate voice. Completing Revise the Message Evaluate content and review readability, then edit and rewrite for conciseness and clarity.

Gather Information Determine audience needs and obtain the information necessary to satisfy those needs. Produce the Message Use effective design elements and suitable layout for a clean, professional appearance. Select the Right Medium Choose the best medium for delivering your message. Proofread the Message Review for errors in layout, spelling, and mechanics. Compose the Message Choose strong words that will help you create effective sentences and coherent paragraphs. Organize the Information Define your main idea, limit your scope, select a direct or an indirect approach, and outline your content.

Distribute the Message Deliver your message using the chosen medium; make sure all documents and all relevant files are distributed successfully. 1 2 3 message you send, you can reduce the time and energy it takes to achieve this goal by following a clear and proven three-step process (see Figure 3. 1): ¦ ¦ ¦ Planning business messages. To plan any message, first analyze the situation by defining your purpose and developing a profile of your audience. With that in mind, you can gather information that will meet your audience’s needs.

Next, select the right medium (oral, written, or electronic) to deliver your message. With those three factors in place, you’re ready to organize the information by defining your main idea, limiting your scope, selecting an approach, and outlining your content. Planning messages is the focus of this chapter. Writing business messages. Once you’ve planned your message, adapt to your audience with sensitivity, relationship skills, and style. Then you’re ready to compose your message by choosing strong words, creating effective sentences, and developing coherent paragraphs.

Writing business messages is discussed in Chapter 4. Completing business messages. After writing your first draft, revise your message to make sure it is clear, concise, and correct. Next produce your message, giving it an attractive, professional appearance. Proofread the final product for typos, spelling errors, and other mechanical problems. Finally, distribute your message using the best combination of personal and technological tools. Completing business messages is discussed in Chapter 5. The three-step writing process consists of planning, writing, and completing your messages.

The 3 Step Business Communication Process

2 Often called the “3 Step Writing Process”
Presents a guideline for writing effective business communication pieces. Planning Analyze the situation by defining the purpose of the message and develop an audience profile. Select information Decide on the medium Decide if your message will be direct or indirect Writing Adapt your approach to your audience with sensitivity and relationship skills to develop a consistent style. Develop effective sentences Develop cohesive, coherent paragraphs. Completing Revising to make sure your message is clear Proofread (spelling, grammar, word choice) Distribution of the message.

3 Planning Business Messages
Five Planning Steps 1. Define the purpose of the message. 2. Develop your audience profile – readers or listeners. 3. Gather and select your information 4. Select the right medium 5. Organize your information: -define the main idea, -limit the scope -select direct/indirect approach -outline content

4 1. Define the purpose of the message.
Planning Business Messages 1. Define the purpose of the message. General Purpose -to inform -to persuade – to collaborate To inform: your control is high, your information, your need with interaction. Audience absorb or reject the information To persuade: you require a moderate amount of participation / moderate amount of control. To collaborate: with audience you need maximum participation / your control is minimal. Specific purpose- states what you hope to accomplish with your message

5 2. Develop Your Audience Profile
Visualize your target audience Try to picture that person – business/professional or laborer? superior (boss)/colleague, or subordinate, man or woman, new or longtime customer, young, middle-aged, or elderly client. consider the person’s educational level, attitudes, culture Is the recipient likely to be informed or uninformed? Is the person apt to have a positive or negative viewpoint? Apt to be interested/uninterested How numerous is the audience? If the message is for many people, try to find some common characteristics.

6 3. Gather Information When composing a simple, one can begin by listing ideas as they come to mind. More complex messages require research * Consider your reader’s perspective-place yourself in their shoes * Listen to the community-customers, product enthusiasts, or people engaging in online discussions * Talk with your colleagues, customers, and supervisors-may have info you need. * Ask your audience for input-if you are unsure what your audience requires-ask!! It is important to provide the required information-including the correct quantity.

7 4 Major Classes I) Oral media II) Print Media III) Visual Media
4. Select the Correct Medium 4 Major Classes I) Oral media II) Print Media III) Visual Media IV) Electronic Media

8 Select a Medium Oral Print Visual Electronic Face-to-face Meetings
Interviews Speeches Memos Letters Proposals Reports Photos Illustrations Tables Versions of Oral Visual Print Media

9 Electronic Media Versions of Oral Media Versions of Print Media
Version of Visual Media Telephone Voice Mail Video Tele-conference IM Blogs Websites Social Networks Wikis Presentation Software Animations Video

10 Oral Media -Provide opportunity for immediate feedback
-Allow certain ease of interaction -Involve rich nonverbal cues (both physical gesture and vocal inflection) -Allow you to express the emotion behind your message -Restrict participation to those physically present -Unless recorded, provides no permanent, verifiable record of the communication -Reduces the communicator’s control over the message -Other than messages that are prewritten and rehearsed, offers no opportunity to revise or edit your spoken words.

11 Written Media -allows you to plan and control your message
-one can reach geographically dispersed audiences -Offers a permanent, verifiable record -Minimizes the distortion that can accompany oral messages -Cane be used to avoid immediate interactions -offer limited opportunities for timely feedback -lack rich nonverbal cues provided by oral media -often take more time and more resources to create and distribute -Can require special skills in preparation and production if the document is elaborate.

12 Visual Media -Can convey complex ideas and relationships quickly
-Often less intimidating than long blocks of text -can reduce the burden on the audience to figure out how the pieces of a message or a concept fit. -Can require artistic skills to design –requires some technical skill to create -Can require more time to create than the equivalent amount of text -are more difficult to transmit and store than simple textual messages -More money!