Business Writing for Project Managers

Vigor Industrial & CLIMB Center for Advancement

Portland Community College

Facilitated by George Knox

Overview of Workshop Modules

Document Development (Formats, Styles & Strategies)

Proofreading, Revising & Editing Effective E-mail & Electronic Delivery Note-taking, Agendas & Minutes

Diction (Word Choice and Order)

Diction affects:

MeaningToneEmphasis

Diction: Barriers to Meaning

Misused words– See Commonly Confused Words

Nonspecific nouns– Area, factor, issue, problem, thing

Slang, regional expressions, figures of speech, inappropriate jargon

Euphemisms, pretentious language– Adult language, collateral damage, disadvantaged,

economic downturn, pre-owned, rightsizing

Sexist language

Diction: Barriers to Tone Inappropriate level of formality

– Contractions and acronyms

– Slang, jargon, figures of speech

– Proper or strict language

– I’d like to get that info you’ve got posted on your web page. VS. I would like a copy of the information posted on your web site.

Improper connotation– Images and emotions associated with a word or phrase

– The details he gave were fictional. VS. The details he gave were not factual. VS. The details he gave were incorrect.

Figures of speech, clichés

Diction: Barriers to Emphasis Multiple terms for same subject

– First term has emphasis and sets tone– My client is innocent. I am confident that the jury

will find him not guilty due to insufficient evidence.

Active vs. passive voice– Focus on actor or result– The company laid off 300 workers. VS. Three

hundred workers were laid off by the company.

Front load vs. back load

Diction: Editing and Revising

Consider PAT Proof for meaning, tone and emphasis Default to direct meaning and formal

tone (unless writing personal narratives and correspondence)

Generally avoid jargon and slang Check a dictionary and/or thesaurus

Diction: Editing and Revising

Consider the following statements: Your client is responsible for the accident. Your client caused the accident. Your client is liable for the accident.

What is the meaning of each sentence?

What is the connotation for each sentence?

Where is the emphasis in each sentence?

ProofreadingPurpose: Locate and mark errors and needed changes in a document.

Proof at least twice– Content (purpose, meaning, accuracy, emphasis,

tone)– Mechanics (grammar, spelling, punctuation, style,

document design) Mark errors, don’t fix them Organize your approach to proofing

– Proof in “chunks”– Read silently and aloud– Checklist?

Proofreading Tips

Accept that most drafts are not perfect Plan/schedule for proofreading Proof electronically AND hard copy Proofread multiple times Read your document aloud Have someone else proofread Practice proofreading

AND …

Proofreading Tips (Cont.)

Organize your proofreading:– Proof in sections. Complete a section

before moving on.– Proof for revision first. Make revisions.

Then proof for editing.– Proof general to specific (Paragraph –

Sentence – Word – Punctuation)– Read backwards (especially for editing)

Proofreading for RevisionPurpose: Check content and order for clarification or restatement

Read for overview Determine purpose of the document Find the main point or thesis Find the evidence or details Check paragraph order and “weight” Proof paragraphs for relevance and flow Repeat as necessary

Proofreading for EditingPurpose: Find sentence-level problems and mechanical errors

Proofread again after revising content Check your problem areas first Find topic sentences before supports Ensure 1 topic sentence per paragraph Check spelling separate from grammar Use but don’t trust writing assistants

Proofreading for Grammar (Sentence Level)

When proofing and editing, focus on meaning and clarity Know your grammatical weaknesses, and check those first Read a sentence aloud to confirm “verbal grammar” Look for shifts in voice, person and tense Identify subject, predicate, clauses and phrases within a

sentence Quickly cover the basics:

– Complete sentences (and ideas)– Agreement between elements– Clear and appropriate modifying phrases– Correct punctuation

Use the writing assistants to find likely errors (but check again for yourself)

Keep a good grammar guide handy

Revising Strategies Focus

– Clarify introduction of main “thesis”– Check for competing ideas– Delete unnecessary text

Content– Emphasize main ideas– Add facts, details, examples, definitions– Rethink central argument/insight

Point of View– Maintain consistency– Change POV?

Revising Strategies (Cont.) Organization

– Add/sharpen topic sentences– Move blocks of text– Re-paragraph

Audience Appeal– Use appropriate tone/language– Let the readers know why they are reading– Motivate the readers to read on

The “Rule of Ones”

Editing Strategies: Movement

Check paragraphs– Topic sentence followed by support sentences– Transitional sentences/phrases

Arrange paragraphs appropriately– Time (chronological, narrative, process)– Space (descriptive, setting)– Dramatic (build to climax, back load)– Logic (argument, essay)

Link ideas

Editing Strategies: Linking Ideas Use key words

– Repetition– Variety

Maintain parallel structures– Similar info presented in similar ways– “Visual” balance

Check for consistent style– Between paragraphs/chapters/sections– Subject identity– Perspective

Editing Strategies: Transitions Use “roadmap” sentences/paragraphs Choose appropriate phrases

– Addition (and, also, further, in addition to, moreover, next, too)– Compare (also, in the same manner, in this way, like, likewise,

similarly)– Contrast (although, but, even though, however, in contrast,

nevertheless, still)– Summary (In conclusion, in other words, in short, therefore, to

sum up)– Relation [time, order, place] (after, as, during, finally, later,

when, first, second, next, last, above, beyond, farther on, near, opposite)

– Logic (as a result, consequently, if, since, so, therefore, thus)

Editing Strategies: Sentence Level

Correct grammar– Sentence fragments– Run-on sentence (fused, comma splice)– Subject-Verb agreement– Pronoun references and agreement– Misused modifiers– Active vs. passive voice

Correct spelling and punctuation

Also Consider …

Utilizing a peer review Testing documents on sample audiences Requesting feedback from target audience(s) Developing measurements of effectiveness Rotating assignments to assess strengths

and weaknesses of writing staff Group writing for projects

On-line Materials Course Website: http://puck.topcities.com/workshop/vigor/ The American Heritage® Book of English Usage The Elements of Style, William Strunk

On-line at http://www.bartleby.com/141/index.html Merriam-Webster Dictionary & Thesaurus

On-line at http://www.m-w.com/dictionary.htm Common Errors in English

On-line at http://www.wsu.edu/~brians/errors/ Better English Grammar

On-line at http://www.better-english.com/grammar.htm Proofreading, Revising and Editing Checklist, G. Knox

On-line at http://puck.topcities.com/workshop/cheklist.pdf