Business comunication the writing approaches

RANJIT BISWAS (rano)
Bangabandhu Sheikh MujiburRahman Science and Technology University. (BSMRSTU)
Friday, September 06, 2013
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Communication: The writing approach
Course Code : MGT 228
Course Title : Business Communication
Submitted To : Dept. of Management
Bangabandhu Sheikh
MujiburRahman Science and
Technology University.
Submitted
By
: RANJIT BISWAS
SN:20111105029
Semester-I, Year-2
Dept. of Management
BSMRSTU
This seminar papert is prepared and submitted to the Department of
Management of Bangabandhu Sheikh MujiburRahman Science and
Technology University, Gopaganj- 8100, Bangladesh for the continuous
assessment of the course.
Academic Session: 2011- 2012

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Acknowledgement
I am grateful to the mentor of the Seminar Paper Md. Rokonuzzaman who gave me the opportunity to write
a Seminar Paper on the topic “Communication: Writing concisely”. I thank him for his suggestions &
guidance throughout the Seminar paper with full attention and dedication.
I also want to thank some of my friends who help me to prepare this paper. Without their comments,
suggestions and compliments, it is not possible to submit this final paper.
Preface
Communication is inhabitable part of human life. Man can communicate through many ways .That are oral,
verbal, non verbal and written communication. But written communication is most acceptable in all type of
organization. As it is very important so every writer has to write it very clearly. For this reason one‟s should
follow some procedures to write. The writing process consists of the following distinct sages: planning,
organizing, drafting, revising, editing and proofreading.
Planning involves determining the purpose of the massage, scheduling the writing process, analysis the
audience, determining the source of information, organizing focuses how ideas will be presented. After
organization, preliminary version of massage is prepared. Through revision, draft message are modified by
adding, deleting, substituting or rearranging. Finally different types of errors are checked through editing
and proofreading.

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Table of content
Topics page
Introduction 1
APPROACH OF WRITTEN COMMUNICATION 2
Planning
2
Steps in Planning Function
3
Determine planning 3
Schedule the writing process 3
Analyse audience 3
Organizing
3
Drafting
4
Revising
5
Proofreading 6
CONCLUSION 7
References 8

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Introduction
Communication is an inevitable part of our lives. We are born with communication; we live with
communication an die with communication. Simply communication means sending and receiving a
message. In business transition of massage is a common sight. When someone receives or sends message for
business purposes then it is called Business Communication. But there is no specific way to communicate.
Different people and different organization use several types of communication media. Written
communication is one of them.
Writing Communication
Communication means transmitting information and feelings with other people or groups, when this
transition is completed by writing then it called written communication. Written document is most
acceptable in all kind of business purposes. So written communication process is become a subject of
discussion.
Advantages of Written Communication
Written communication helps in laying down apparent principles, policies and rules for running of an
organization.
It is a permanent means of communication. Thus, it is useful where record maintenance is required.
It assists in proper delegation of responsibilities. While in case of oral communication, it is
impossible to fix and delegate responsibilities on the grounds of speech as it can be taken back by the
speaker or he may refuse to acknowledge.
Written communication is more precise and explicit.
Effective written communication develops and enhances an organization‟s image.
It provides ready records and references.
Legal defenses can depend upon written communication as it provides valid records.
Communication is an inevitable part of our lives. We are born with communication; we live with
communication an die with communication. Simply communication means sending and receiving a
message. In business transition of massage is a common sight. When someone receives or sends message for
business purposes then it is called Business Communication. But there is no specific way to communicate.
Different people and different organization use several types of communication media. Written
communication is one of them.

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Writing Communication
transition is completed by writing then it called written communication. Written document is most
acceptable in all kind of business purposes. So written communication process is become a subject of
discussion.
Advantages of Written Communication
Written communication helps in laying down apparent principles, policies and rules for running of an
organization.
It is a permanent means of communication. Thus, it is useful where record maintenance is required.
It assists in proper delegation of responsibilities. While in case of oral communication, it is
impossible to fix and delegate responsibilities on the grounds of speech as it can be taken back by the
speaker or he may refuse to acknowledge.
Written communication is more precise and explicit.
Effective written communication develops and enhances an organization‟s image.
It provides ready records and references.
Legal defenses can depend upon written communication as it provides valid records.
APPROACH OF WRITTEN COMMUNICATION
transition is completed by writing then it called written communication.
Written communication has great significance in today‟s business world. It is an innovative activity of the
mind. Effective written communication is essential for preparing worthy promotional materials for business
development. Speech came before writing. But writing is more unique and formal than speech. Effective
writing involves careful choice of words, their organization in correct order in sentences formation as well
as cohesive composition of sentences. Also, writing is more valid and reliable than speech. But while speech
is spontaneous, writing causes delay and takes time as feedback is not immediate.
Planning
The first step of writing process is planning. It is the stage of Deciding on a topic to write about. Consider
who will read or listen the written work. Brainstorm ideas about the subject. List places where the writer can
research information. Do his research. Planning means looking ahead and chalking out future courses of
action to be followed. It is a preparatory step. It is a systematic activity which determines when, how and
PLANIG ORGANIZING DRAFITG REVISING PROOFREADI
G
Figure: APPROACH OF WRITTEN COMMUNICATION

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who is going to perform the writing .Planning is a detailed programmed regarding future courses of action. It
is rightly said “Well plan is half done”. Therefore planning takes into consideration available & prospective
human and physical resources of the organization so as to get effective co-ordination, contribution & perfect
adjustment According to Urwick, “Planning is a mental predisposition to do things in orderly way, to think
before acting and to act in the light of facts rather than guesses”. Planning is deciding best alternative among
others to perform different managerial functions in order to achieve predetermined goals.
According to Koontz &O‟Donell, “Planning is deciding in advance what to do, how to do and who is to do
it. Planning bridges the gap between where we are to, where we want to go. It makes possible things to
occur which would not otherwise occur”.
Steps in Planning Function
The steps involved in planning a business document are determining the purpose of the message, evaluating
the readers position and determining the approach as well as the right words and tone.
Determine planning: The first step in the planning process is to take decisions about the purpose of
the message. Unless the writer know why he is writing and what he is expecting. Later he will have
no way to know whether he have achieved the goal. „To be effective, objectives should focus on
what the message says and the best way to communicate that message to a specific audience” There
are two purposes of planning;
Primary purpose
Secondary purpose
Schedule the writing process: Layout the writing schedule. The one‟s spend on each of the three
writing phases varies depending on the complexity of the problem, purpose, the audience, and the
writer‟s schedule. One expert presents a rough estimate for scheduling a project:
Prewriting
Drafting
Revising
Analyse audience: once the writer Has identified his legitimate purpose in communicating, he should
take a good look at his intended audience. The next step is to analyse the reader position and reader
related information. To maximize the effectiveness of the message writer should identify the need
and interest.
Identify his audience
Identify the relationship with the audience
Identify what the audience already knows
Identify what is unique about the audience
Identify problem reaction of the audience
Organizing
Organizing means Sitting down with the plan beside the writer, and starts his organizing stage. At this
stage, Focuses on the way in which ideas are presented. If someone is a new writer, he might be
surprised that professional authors go through multiple process of organization before drafting with

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his work. This is a normal part of the writing process.
After inventing some ideas for your paper, it is usually a good idea to pare down pre-writing to the
essentials of what is needed for an essay. Having too much information in an essay can be as
detrimental as not having enough. Also, writer need to find a method of organization for essay, a
game plan to execute, a backbone with which you will flesh out all of your details. Hence, an outline
or other sort of organization becomes crucial to developing a cohesive essay.
Organizing is the function of writing which follows planning. It is a function in which the
synchronization and combination of all planning takes place.
Some things that many writers find helpful when working on Organizing include:
Setting aside at least thirty minutes to concentrate: it‟s hard to establish a writing flow if he is just
snatching a few minutes here and there.
Going somewhere without interruptions: a library or coffee shop can work well, if he doesn‟t have
anywhere quiet to write at home.
A manager performs organizing function with the help of following steps:-
Identify main idea(Main idea on central point)
Organize them into an outline(Grouping elected ideas)
Decide the approach.(direct or Indirect)
Importance of organizing:
Arranged information
Helps the audience to better understand the message
Save time
Drafting
The third step of the writing process involves drafting. During drafting, the writer puts his ideas into
complete thoughts, such as sentences and paragraphs. The writer organizes his ideas in a way that allows
the reader to understand his message. He does this by focusing on which ideas or topics to include in the
piece of writing. During drafting, the writer will compose an introduction to the piece and develop a

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conclusion for the material. At the end of this step of the writing process, the author will have completed a
“rough draft.”
The process of drafting a piece of writing begins with an analysis of the prewriting. The author must use his
prewriting notes to determine a focus for the piece. This may involve narrowing the focus of the topic and
perhaps identifying a purpose for the piece.
For example, an author may decide to write an essay about dogs. He could have developed his prewriting
notes with information about three topics relating to dogs: Show dogs, working dogs, and dog racing.
These are all topics that could stand alone in an essay. During drafting, the author should choose just one of
these topics for his piece of writing.
Once he has chosen a topic, he should identify a purpose for the essay. For instance, if the writing was
meant to be informational, he might choose to write about working dogs, his purpose being to impart
information. On the other hand, if he chose to write a persuasive essay, perhaps he would choose to write
about dog racing, arguing for or against this controversial topic. After determining a purpose for a piece of
writing, it is easy to begin drafting. Any information that is unrelated to the topic and its purpose should be
eliminated from the prewriting.
The author begins writing by composing an introduction to the piece. The purpose of the introduction is not
only to state the topic of the piece, but it should also draw the reader in to the piece of writing. For young
children, the introduction may be one sentence stating the topic. More sophisticated writers will create an
introductory paragraph that identifies the topic, sets the purpose for the writing, and suggests how the topic
will be developed throughout the piece. The introduction to a piece of writing should be interesting. The
tone of the introduction will vary according to the topic. If an author is writing a personal narrative, he
might decide to begin with a creative quote about his experience. When writing an informational essay, the
tone of the introduction must follow suit. It should be focused and informative.
A solid, interesting introduction sets the stage for the rest of the rough draft. An author should begin
drafting the piece by organizing his notes in a sequence that will make sense to the reader. The focus should
be on logical connections between topics. A young writer will compose the body of a piece of writing by
including detail sentences related to the topic sentence. An older author should organize his writing in to
paragraphs. Each paragraph should include its own topic sentence. Smooth transitions between paragraphs
are important in creating a cohesive piece of writing, no matter the subject. A writer should refer back to his
prewriting to keep him on track and ensure that the piece of writing maintains its focus.
A writer should complete a rough draft by composing a conclusion. The purpose of a conclusion is to wrap
up the piece of writing by connecting all of the related thoughts and ideas. The best conclusions are
creative, engaging, and leave few questions unanswered in the mind of the reader. Younger students can
conclude a piece of writing with a simple sentence. Advanced writers should include a conclusion
paragraph.

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Revising
Revising your work is about making “big picture” changes. You might remove whole sections, rewrite entire
paragraphs, and add in information which you‟ve realized the reader will need. Everyone needs to revise –
even talented writers.
The revision stage is sometimes summed up with the A.R.R.R. (Adding, Rearranging, Removing,
Replacing) approach:
Adding
What else does the reader need to know? If you haven‟t met the required word-count, what areas could you
expand on? This is a good point to go back to your prewriting notes – look for ideas which you didn‟t use.
Rearranging
Even when you‟ve planned your piece, sections may need rearranging. Perhaps as you wrote your essay, you
found that the argument would flow better if you reordered your paragraphs. Maybe you‟ve written a short
story that drags in the middle but packs in too much at the end.
Removing
Sometimes, one of your ideas doesn‟t work out. Perhaps you‟ve gone over the word count, and you need to
take out a few paragraphs. Maybe that funny story doesn‟t really fit with the rest of your article.
Replacing
Would more vivid details help bring your piece to life? Do you need to look for stronger examples and
quotations to support your argument? If a particular paragraph isn‟t working, try rewriting it.
Proofreading
Proofreading is a stage of being sure that all sentences are complete. Correct spelling, capitalization, and
punctuation. Change words that are not used correctly. Have someone check the work. Recopy it correctly
and neatly.
This stage is distinct from revision, and needs to be done after revising. Proofreading involves the close-
up view of individual sentences and words. It needs to be done after making revisions on a big scale: or else
you could agonize over a perfect sentence, only to end up cutting that whole paragraph from the piece.
When Proofreading, go through line by line, and make sure that each sentence, phrase and word is as strong
as possible. Some things to check for are:

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Have someone used the same word too many times: in one sentence or paragraph? Use a thesaurus to find
alternatives.
Are any of the sentences hard to understand: one should rewrite them to make one‟s thoughts clear.
Which words could you cut to make a sentence stronger: Words like “just” “quite”, “very”, “really” and
“generally” can often be removed.
Are the sentences grammatically correct: Keep a careful look out for problems like subject-verb
agreement and staying consistent in one‟s use of the past, present or future tense.
Is everything spelt correctly: one should not trust on spell-checker – it won‟t pick up every mistake.
Proofread as many times as necessary.
Conclusion
The writer will face various types of communication assignment through his career. Day by day all types of
occupation is becoming more complex specially business sector. So it is very simple to understand that the
audiences are often busy. They have to deal with increasing number of business message. For this reason
they want such kind of message which is clearer, easier to read, more concise and more interesting than ever
before. Last of all we can recommend that if someone follows given approach then his writing desire will be
accomplished.
References
Ali M. Omar (2012) Business communication, The writing process Brother Publication, Rajshahi
p.227
steps of the writing process, tue 5 april2013(accessed april 20:12:40) [available at
http://wiki.answers.com/Q/What_are_the_steps_of_the_writing_process]
writing process, sat13 april2013(accessed april 8:12:40) [available at
http://en.wikipedia.org/wiki/Writing_process]
Writing Process and the writing process steps, sun14 april2013(accessed april 8:12:40) [available at
http://www.time4writing.com/writing-resources/writing-process/]
writing process, mon16 april2013(accessed april 18:02:55) [available at
http://www.elcamino.edu/faculty/sdonnell/writing_process.htm]

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