Chapter 5 - Organizing and Writing Business Messages

Guffey’s 3-x-3 Writing Process

Prewriting: analyze, anticipate, adapt

Writing: Research, organize, compose

Revising: revise, proofread, evaluate

Formal and Informal Research Methods

In formal research methods, you can access electronically, search manually, go to the source, investigate primary sources, and conduct scientific experiments. Meanwhile, in informal research methods, you look in the files, talk with your boss, interview the target audience, conduct an informal survey, brainstorming for ideas, and creating cluster diagrams.

Organizing Ideas Using Lists and Outlines

Lists and outlines are used to organize ideas. There are two outlining formats: format for alphanumeric outline, and format for decimal outline as you can see below.

Organizing Ideas into Patterns

You need to organize ideas into pattern in order to attract the attention of audience. When should one use direct pattern or indirect pattern? Direct pattern is used when the audience seem to be pleased, mildly interested, and neutral. In this case, you can directly go to the point.  How about the indirect pattern? You can use it when your audience look uninterested, displeased or hostile.

Direct Pattern for Receptive Audiences

Indirect Opening	Direct Opening
Our company has been concerned with attracting better –qualified prospective job candidates. For this reason, the Management Council has been gathering information about an internship program for college students. After considerable investigation, we have voted to begin a pilot program starting next fall.	The management Council has voted to begin a college internship pilot program next fall.

Do you see the difference? In indirect opening, explanation will be given to get the audience’s interest. However, in direct opening, a clear statement is straightly given.

There are some advantages of applying direct pattern and indirect pattern.

When you use direct pattern, you will:

    1.Save the reader’s time;

2. Set a proper frame of mind;
3. Reduce frustation.

When you use indirect pattern, you will:

    1.  Respect the feelings of the audience

2. Facilitate a fair hearing
3. Minimize a negative reaction

Coherence

In order to create coherence paragraphs, you need to sustain the key idea, dovetail sentence, use pronouns, and include transitional expression.