Post Writing Strategies For Effective Business Writing Training Ppt

Slide 1

This slide illustrates information regarding the importance of editing in business writing. It highlights that editing is done to update content to make words and sentences flow better, more precise, clearer, and effective. It also mentions the benefits of business editing.

Instructor’s Notes:

The following questions will help the writer keep the reader in mind while they edit their communication:

• Is all of the information accurate?
• Is each sentence clear?
• Are simple words used to convey the message?
• Is the message free from empty words, rambling phrases, and repetition
• Does the design of the document make it easy for readers to find the information they need?
• Is the document visually inviting?
• Are transitions between ideas smooth?
• Do ideas within the paragraphs flow smoothly?
• Are the most critical points emphasized?

Does the message strike a balance between informal and formal writing?

Slide 2

This slide depicts information regarding the significance and usage of proofreading in business writing. Proofreading includes checking for grammar, language usage, and format. It also mentions that the document can only proceed to the proofreading step when significant edits have been completed.

Instructor’s Notes: 

Following are the proofreading tips:

• Distance yourself: if time allows, set your communication aside for a few hours, you can proofread it with fresh eyes
• Look for a single type of error at a time: read through your communication several times, concentrating first on sentence structure, then word choice, then spelling, and finally, punctuation
• Review a hard copy: if your message is more than one page. Print out your message and review it line by line. Rereading your work in a different format can help you discover errors you might have overlooked before
• Read your text aloud: while reading out aloud, you may hear a problem with a faulty verb ending or a missing word that you haven't been able to see
• Create your proofreading checklist: keep a list of the types of spelling, grammar punctuation, and word mistakes you commonly make, and then refer to that list each time you proofread 

Slide 3

This slide showcases information about the common errors in business writing. The errors are using passive voice, mixing up homophones, failing to capitalize and punctuate, using excessive punctuations, and failing to proofread.

Instructor’s Notes:

Following are the common errors in business writing:

• Writing in the Passive Voice
  Example: 
   Passive: The novel was read by my sister
   Active: My sister read the novel
  
  
• Mixing up Homophones
  Example:
   Your, you’re
   Except, accept
   Complement, compliment
   Affect, effect
  
  
• Failing to Capitalize and Punctuate Properly
  Example:
   Incorrect: i will call u after lunch will u be free
   Correct: I’ll call you after lunch. Will you be free?
  
  
• Using Excessive Punctuation
  Example: Excessive exclamation points (!!!) and question marks (???) can send the wrong message
  
  
• Failing to proofread: Before sending an email, document, or sharing a memo, proofread it thoroughly.  Always have another pair of eyes proofread essential pieces of writing before submission