The Prewriting Process - Report Example

The Prewriting Process The Prewriting Process First Steps of the 3x3 Writing Process The first stage of the writing process is the prewriting. It involves analyzing information and makes business writing more effective and much easier. Ellen Guffey identifies the process as “The 3 X 3 Writing Process” (Guffey & Loewy, 2011). The process breaks down into three stages. Each stage has three subdivisions. In giving a well-researched report, this paper focuses on the preliminary steps of report writing, essential in business communication. Besides, it considers an organization that heavily relies on teams in the completion of projects. Thus, it provides a preliminary stage of a formal business report directed to the boss. The report aims at tackling the argument posed by Hackman about teamwork approach may not be the best approach for a complex project (Hackman, 1990). The prewriting or preliminary stage has three subdivisions, notably, analysis, anticipation, and adaptation steps. The steps will guide us in answering our questions of interest. The Purpose of the Report During the analysis phase, the business writer has to identify the purpose of the message or report. For our case, the purpose of the report is to conduct research and give empirical findings in relation to the question of interest. The report has to provide a detailed information concerning the relevance of teamwork in the completion of complex projects. It should also identify the strength and the downfall of such argument. The report should aim to take a stand whether to go against the evidence or to side it. Agreeing with the argument may imply that the organization has to change its organizational strategy in tackling the teamwork issue (Guffey & Loewy, 2011). Channel of sending the Report A business writer determines the means of delivering the message. It is important to consider the relevant means in relation to the topic and the audience. Messages may pass through a presentation, an email, a memo, or by use of a letter. The best avenue to send this report is by letter writing. Delivering the message by letter is most effective since it is reasonably official, therefore, more formal (Gerson & Gerson, 2007). The writer has to think about the topic and the theme of the business idea. The purpose should be clear. Therefore, it has to describe whether the piece of wok explains, describes, reports or narrates the idea. The analysis step also covers on the genre of work. That is; the piece of work should give a clear distinction whether the work is a story, an essay or a report. Therefore, to analyze how to organize the piece of business work at the initial stage, more emphasis will be on the report writing techniques (Gerson & Gerson, 2007). Primary Audience Anticipation comes as the second step, an audience perspective. It is important for the writer to determine the tone of the message by identifying the audience. The primary audience for the intended piece of work is the boss. Since it is official, the report touches on an extended level, the secondary audience. Notably, employees report directly to the human resource department. The same employees make a team during the process of completion of complex projects. Therefore, the report letter should address both the primary and the secondary audience (Guffey & Loewy, 2011). Appropriate Tone in Report Writing A business writer should consider a business tone, and have to be specific on whom the message lands. A more formal tone is required here where the message goes to the boss or senior members of the organization. The tone could have been informal if it were between fellow workers. Therefore, audience awareness is imperative in writing a business report or the sort. It is essential in putting the thoughts together and writing for an individual purpose. In addressing the audience in the piece of work, it is essential to assess the level by which the audience understand teamwork, and how they would feel about the topic on teamwork (Essid, 2010). Techniques used in achieving a Positive Tone A positive tone entails the last step in prewriting process, the adaptation level. The adaptation phase combines the first two steps. Guffey points out "adaptation is the process of creating a message that suits your audience” (Guffey & Loewy, 2011). We have to think of how the audience or the receiver will react to the news on teamwork. It is important to nurture an empathetic relationship and concerns with the audience by keeping their interests and the needs of the heart. That makes it possible to achieve a positive tone. Therefore, a business writer has to make sure that the writings will fit the audience (Guffey & Loewy, 2011). A “you” view in Report writing The “you” attitude is positive, emphasizes on the reader benefit and looks at things from the reader’s perspective. It avoids the condescension by its elimination of unnecessary imperatives. It is reader-centered and makes the audience believe that the most important person is “you”. Therefore, understanding the reader’s needs and interests makes them feel less threatened and responds in a better manner to the writing. It is practical by making the reader or the audience believe that he or she is the most important person in the correspondence (Essid, 2010). The only way to achieve the “you” attitude is by focussing on what the audience can do. Essential, limiting the “I” or the “we” contributes to putting the context in the reader’s perspective. Therefore, the report has to emphasize on what the reader wants to know, that is, the relevance of teamwork in completing complex projects (Essid, 2010). Making report Conversational and Professional An appropriate tone is essential in business writing. Conversational and professional report requires a positive thinking and a formal orientation. It is advisable to use constructors such as “you” to make the report or the writings more conversational. For the report to sound natural and conversational, the tone need not be too formal for a productive conversation. It is also important to find a proper balance in using professional and confident tone. The tone should convey confidence and strength. While not arrogance and overconfidence (Guffey & Loewy, 2011). Making the report Courteous A courteous report meets the purpose intended. An effort is appropriate in choosing the right language. A civil tone is essential in such report. For example, consider thoughts and emotions before writing the report to identify courtesy. Use of courteous words like “sorry” and “please” is relevant where the reader’s emotions come into play, or circumstances of personality (Guffey & Loewy, 2011). Making the report Bias-Free A bias-free report is relevant for such purpose as it signifies the seriousness of the report. The only means by which the report will be bias free is through the usage of a bias-free tone. The tone has to be general, that is, it should not lean on a subject of research. For example, the tone has to be bias-free even if the argument put across opposes our teamwork approach strategy to business (Guffey & Loewy, 2011). Making the report Precise and vigorous Clear, precise, and vigorous business writing is essential. Exceptional care in choosing the right words should be the norm. Making it vigorous, the tone should full of energy. Sentences should have necessary words. Therefore, short sentences and short words give a precise and vigorous meaning of the report (Guffey & Loewy, 2011). Conclusion Business writing is essential in effective communications from one person to another or between departments. It requires much care and planning to come up with a good report. Such report passes through three stages, each stage having three steps. The first phase begins by prewriting, focusing on a systematic thinking that helps to probe what one will write. The prewriting stage is essential in the process of business writing as it gives a picture of how the whole work looks like (Gerson & Gerson, 2007). References Guffey, M. E., & Loewy, D. (2011). Business Communication: Process & product. Mason, Ohio: South-Western. Hackman, J. R. (1990). Groups that work (and those that dont): Creating conditions for effective teamwork. San Francisco: Jossey-Bass. Essid, J. (2010, July). Writing in the disciplines: business. Retrieved April 22, 2015, from writing center: http://writing2.richmond.edu/writing/wweb.html Gerson, S. J., & Gerson, S. M. (2007). Workplace Communication: Process and product. Upper Saddle River, N.J: Pearson Prentice Hall. Read More