Writing for Work Moi Ali

Transcription

1 DSC SPEED READS COMMUNICATIONS Writig for Work Moi Ali DSC

2 DSC SPEED READS COMMUNICATIONS Writig for Work Moi Ali Writig for Work Moi Ali DIRECTORY OF SOCIAL CHANGE

3 Published by Directory of Social Chage 24 Stepheso Way Lodo NW1 2DP Tel ; Fax from whom further copies ad a full books catalogue are available. Directory of Social Chage is a Registered Charity o First published 2009 Copyright # Moi Ali 2009 The moral right of the author has bee asserted i accordace with the Copyright, Desigs ad Patets Act All rights reserved. No part of this book may be stored i a retrieval system or reproduced i ay form whatsoever without prior permissio i writig from the publisher. This book is sold subject to the coditio that it shall ot, by way of trade or otherwise, be let, re-sold, hired out or otherwise circulated without the publisher s prior permissio i ay form of bidig or cover other tha that i which it is published, ad without a similar coditio icludig this coditio beig imposed o the subsequet purchaser. ISBN British Library Cataloguig i Publicatio Data A catalogue record for this book is available from the British Library Cover ad text desiged by Kate Bass Typeset by Marlizo Services, Frome Prited ad boud by Martis of Berwick All Directory of Social Chage departmets i Lodo: Directory of Social Chage Norther Office: Research For other titles i the DSC SPEED READ series go to:

4 Cotets Itroductio 4 Chapter 1: Before you start 5 Why effective writig is essetial 5 What to cosider before startig 6 Chapter 2: Gettig started 8 The five stages of writig 8 Creatig readable chuks 10 Remedies for writer s block 10 Chapter 3: Plai Eglish 11 Officialese vs Plai Eglish 11 Choosig the right words 13 Exercise officialese i actio 13 Chapter 4: Style ad grammar basics 16 Iitial capitals 16 Apostrophes 17 The first perso 18 Active ad passive voice 19 Exercise from passive to active 20 Chapter 5: Letters ad memos 21 Busiess letters 21 Memos 22 Chapter 6: Report writig 24 Hallmarks of a well-writte report 24 Key igrediets 25 Report legth 26 Chapter 7: Writig istructios 28 Key igrediets 28 Checklists 29 Numbered steps 29 Chapter 8: Speech writig 31 Preparatio 31 The opeig 31 The middle 32 The ed 32

5 Itroductio Who will this book help? Some people love writig. If you re ot oe of them, do t worry. You might ever take pleasure from havig to write at work, but you ca at least take away some of the pai. If you lack cofidece about how to write at work, ad fid writig a dautig prospect, this book is for you. What will it give you? Writig for work is very straightforward whe you kow how to approach it. This book will show you how to deal with the key workplace documets from short ad possibly ephemeral letters ad memos to weighty reports. It icludes quick tips o how to tackle the most commo writig assigmets, sigposts for further iformatio ad exercises to help you put the theory ito practice. 4

6 Chapter 1 Before you start Writig for work eed ot be dautig. This chapter looks at why effective writig is essetial for busiess success ad what you eed to cosider before you begi. At school you leared how to write essays. If you wet o to higher educatio, you will probably be familiar with dissertatios. However, few people are taught busiess writig skills ad istead ted to rely o emulatig colleagues (who were themselves probably ever taught how to do it). Busiess writig is characterised by a briefer, more cocise style. Successful workplace writig rapidly gets to the poit because busy idividuals eed to quickly uderstad your purpose i writig, ad what you expect from them by way of actio. Ulike a ovel, which is bought for pleasure ad eagerly devoured, a reader may regard readig a busiess letter or report as aother chore. Top tip Fid a piece of busiess writig that impresses you. Aalyse why you like it. Is it the brevity? The logical order? Work out what makes it a piece of effective busiess writig ad employ the techiques the author uses to help improve your work. Jacki Reaso, Freelace Editor Why effective writig is essetial Good writig: is more likely to be read (which is the whole poit) is more likely to persuade, ifluece ad iform helps avoid misuderstadig 5

7 Before you start will boost your professioal credibility ad give you a reputatio for clear thikig saves colleagues time whe readig your work. (Maagers i large orgaisatios receive may reports ad other documets. They are more likely to read ad remember somethig that is well writte.) Where ext For traiig courses related to writig go to the writig skills sectio of the DSC website at Traiig/Persoal developmet Coversely, poor writig makes you appear amateurish, lightweight ad uprofessioal. You will ot be able to get your poits across or achieve the outcome you hoped for. Resultat misuderstadig may lead to problems with relatioships with your colleagues or customers. What to cosider before startig Before you set pe to paper or mouse to mat, cosider the followig poits. Message: What do you eed to commuicate? Medium: What is the best way to commuicate your message? (By memo? ? Letter?) Audiece: Who are you writig for? (Oe amed idividual? A group of ukow people?) Purpose: What do you hope to achieve by writig? (Do you eed to covey iformatio or persuade someoe to take a particular actio? Respod to poits raised i previous correspodece?) Toe: How do you wish to come across? (Friedly ad approachable? Authoritative?) Message What are the mai poits you eed to covey? Are there ay secodary poits? If you are writig about somethig cotroversial, you may also eed to idetify what you are uwillig or uable to cover. 6

8 DSC Speed Reads Aimed at people who are short o time ad eed to absorb iformatio quickly, these idispesable guides are: Accessible practical guidace o a wide rage of subjects Codesed distillig experiece ad expertise i just 32 pages Clearly sigposted Top Tips, Case Studies ad Where Next ideas Coverig a wide rage of topics ad buildig ito a ivaluable library, Speed Reads are a essetial additio to ay bookshelf. Writig for Work Some people love writig, but if you re ot oe of them, do t worry help is at had. You might ever take pleasure from havig to write at work, but you ca at least take away some of the pai. If you lack cofidece about how to write at work, this book is for you. Moi Ali has worked as a public relatios ad marketig cosultat for over two decades, ad is a well-respected traier ad widely-published author. She rus ad is fouder of Pik Aglia PR, which specialises i workig with small busiesses ad charities.