Business Writing: old skill, new paradigm. Nick Brieger
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1 Business Writing: old skill, new paradigm Nick Brieger
2 Objectives To show the development of approaches to teaching business writing To demonstrate the application of an alternative approach To illustrate the approach with some materials and tasks
3 A framework for business writing skills: a starting point LANGUAGE Correct language: Grammar Vocabulary and expressions Punctuation Spelling STYLE Appropriate style: Formal vs informal Direct vs indirect Simple vs complex STRUCTURE Clear structure: format and layout, in terms of paragraphs, headings, white spaces
4 A framework for business writing skills: 1. Writing as product next step Quantity of information: how much info? Technical level: technical detail of info, specialist knowledge SUITABILITY of CONTENT ACCURACY of. LANGUAGE Grammar Vocabulary and expressions Punctuation Spelling TRANSPARENCY of STRUCTURE APPROPRIACY of TONE / STYLE / REGISTER External structure: clear format and layout, eg paragraphs, headings, white spaces Internal structure: connections between ideas, eg linking words between sentences Words / expressions: simple vs complex Sentence length: fog index Sentence structure: simple vs complex
5 A framework for business writing skills: next step and another perspective 2. Writing as process 1. Clarify your purpose CONTENT 2. Think about your readers 3. Make a start: collect information STRUCTURE LANGUAGE TONE 4. Select the relevant information (content) 5. Write your first draft (structure and tone) 6. Review and edit (structure, tone and language) 7. Revise and write second / final draft (all areas)
6 A framework for effective business writing: a new paradigm Readability describes the ease with which h your document can be read. This focuses on the reading process. Impact describes the intended result of your writing. Accuracy (of language) describes the correct use of language. READABILITY of. CONTENT + IMPACT of. WRITING + ACCURACY of LANGUAGE
7 Deconstructing the new paradigm, ie making it SMART Readability / Impact criteria Content: Quantity of information Technical level Words / expressions: simple vs complex Sentence length: fog index Sentence structure: simple vs complex READABILITY of. CONTENT + IMPACT of. WRITING External structure: clear format and layout, eg paragraphs, headings, white spaces Internal structure: connections between ideas, eg linking words between sentences
8 Measuring readability 1. Gunning Fog Index The total number of words is divided by the total number of sentences to equal the average number of words per sentence. The number of words with more than 3 syllables is divided by the total number of words to equal the Percentage of difficult words. Total these two figures (1 and 2) and multiply that total by 0.4. This figure is the Fog Index in years of education. 2. The Flesch Scale The Flesch Reading Ease Scale is the most widely used formula outside of educational circles. It is the easiest formula to use, and it makes adjustments t for the higher h end of the scale. It measures reading from 100 (for easy to read) to 0 (for very difficult to read). A zero score indicates text has more than 37 words on the average in each sentence and the average word is more than 2 syllables. Flesch has identified a "65" as the Plain English Score. In response to demand, Flesch also provided an interpretation table to convert the scale to estimated reading grade and estimated school grade completed. Let s try them.
9 Increasing readability and impact tasks Trainee tasks Review your text to increase readability, ie reduce fog index, and impact. Task 1 Make your text more readable and impactful by changing the balance of sentence structures. This normally means: - using a greater variety of sentence structure - thinning out dense complex sentences - integrating some shorter (simple) sentences for impact Task 2 Use the fog index analysis to review the vocabulary in your text. Make your text more readable and impactful by changing some of your technical / complex words to simpler words. Alternatively, you can provide language support for your technical / complex words with: - synonyms y - reformulations - exemplifications
10 Increasing readability and impact tasks (cont) Task 3 Review your text in terms of its external structure. Check your text in terms of transparency of: - overall layout - headings - paragraphs - white space - bullet points - numbering Task 4 Review your text in terms of its internal structure. Pay particular attention to your use of linking words between sentences. These show the logical / chronological connections between your ideas; and help pyour reader to read fluently.
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