Chapter 4 - Planning, Composing, and Revising Flashcards
What are some key behaviors that distinguish good writers from poor writers?
Good writers break big tasks into smaller chunks, revise their drafts, clearly identify their purpose and audience, and only edit after completing their drafts. They are also effective at identifying and analyzing problems, understanding tasks deeply, using a broad range of strategies, and evaluating their own work.
Example sentence: Good writers often spend time analyzing their audience before starting to write.
How do good writers approach the initial problem in their writing?
Good writers are adept at identifying and analyzing the initial problem more effectively, understanding the task broadly and deeply, drawing from a wider repertoire of strategies, and recognizing patterns more clearly.
Additional information: Good writers may spend more time brainstorming and planning before starting to write.
In what ways are good writers better at self-evaluation?
Good writers excel at evaluating their own work, which includes revising content to better meet the intended purposes and audience needs.
Example sentence: Good writers often seek feedback from others to help improve their writing.
What are the main activities involved in the composing process?
The composing process can include planning, brainstorming, gathering, organizing, writing, evaluating, getting feedback, revising, editing, and proofreading.
Additional information: Each stage in the composing process plays a crucial role in creating well-crafted writing.
How should a writer approach the planning stage of writing?
During planning, a writer should analyze the problem, define purposes, analyze the audience, brainstorm, gather necessary information, select key points, and choose an organizational pattern.
Additional information: Planning helps writers set a clear direction for their writing and establish a solid foundation for their content.
What does the writing stage typically involve?
The writing stage involves putting words on paper or screen, which may include creating lists, headings, notes, rough drafts, and formal drafts.
Additional information: Writers may experiment with different writing styles and techniques during the writing stage.
Describe the revising stage in the writing process.
Revising involves evaluating the draft as if someone else wrote it, focusing on whether it is understandable, complete, convincing, and appropriate for the audience. It may involve major changes such as adding, deleting, substituting, or rearranging content.
Additional information: Revising is a critical step that allows writers to refine their ideas and strengthen the overall coherence of their writing.
What does editing encompass in the writing process?
Editing focuses on making the text clear and concise, correcting spelling and mechanical errors, ensuring consistent formatting, and proofreading to eliminate typographical errors.
Additional information: Editing helps polish the final draft of a piece of writing and enhances its readability and professionalism.
Why might traditional outlining be problematic for some writers?
Traditional outlining might give writers a false sense of confidence about their material and organization, making it difficult to revise content and structure if needed, especially if they deviate from the early developed outline.
Additional information: Some writers find that traditional outlining limits their creativity and flexibility in exploring different ideas and perspectives.
How should you ideally distribute your time during the writing process according to the suggested guidelines?
Spend about one-third of your time writing, one-third analyzing the rhetorical situation, gathering information, and organizing, and the final third evaluating, revising, editing, and proofreading.
Example: Writing an essay involves allocating time for each stage of the process.
What factors might cause deviations from the suggested time divisions in writing processes?
Factors such as different situational demands, document production by teams, and geographic distances can affect the usual time divisions.
Additional Information: External factors can influence the distribution of time in the writing process.
What are the initial steps recommended before starting to write a business document?
Start by identifying your audience and their benefits, gathering relevant information, selecting key points and supporting examples, and organizing your material effectively.
Example: Before writing a proposal, it’s essential to understand the needs of the target audience.
What are some effective strategies to overcome writer’s block?
Prepare by collecting materials and understanding your audience, write regularly and keep sessions moderate in length, maintain a positive self-dialogue, discuss writing with others, brainstorm, freewrite, and use clustering to generate and organize ideas.
Example: Writers can overcome creative blocks by engaging in collaborative brainstorming sessions.
What are Anne Lamott’s terms for the first and second drafts of writing, and what do they involve?
Lamott refers to the first draft as the ‘down draft,’ where you just get your ideas down, and the second draft as the ‘up draft,’ where you begin to refine and enhance the draft into more professional writing.
Example: Anne Lamott’s approach to drafting emphasizes the importance of separating the creative process from the editing phase.
How should business writing style differ from traditional academic writing style?
Business writing should be more conversational, less formal, and more adaptable to the specific context and audience than traditional academic writing, which often prioritizes a more structured and formal tone.
Example: In business reports, clarity and brevity are key components of effective communication.
What is a common misconception about using ‘I’ and ‘You’ in business writing?
A common misconception is that using ‘I’ sounds self-centered and using ‘You’ is too informal for formal reports, but both can be appropriate depending on context, such as describing personal experiences or writing to familiar audiences.
Example: Business correspondence may require a balance between personal engagement and professional tone.
Is it acceptable to start sentences with ‘And’ or ‘But’ in business writing?
Yes, starting sentences with ‘And’ or ‘But’ can be effective for emphasizing spontaneity or contrasting ideas, though it’s important to use them thoughtfully to maintain clarity and impact.
Example: Using conjunctions at the beginning of sentences can create a more dynamic writing style.
Can you end a sentence with a preposition in business writing?
While traditionally discouraged in more formal writing, ending sentences with prepositions is acceptable in less formal business communications, depending on the audience and rhetorical situation.
Example: Ending a sentence with a preposition can sometimes enhance the flow and readability of business documents.
What does the “high-impact” writing style involve in business documents?
The high-impact writing style includes using the bottom line up front, simple sentences in normal word order, active verbs, concrete language, short paragraphs, headings and lists, and first- and second-person pronouns.
Example sentence: “The high-impact writing style helped to convey the key message clearly and efficiently.”
What were the results of using the high-impact writing style in one study?
The study found that the high-impact version of a memo report took 22% less time to read, was better understood by readers, and readers were more likely to follow instructions contained within it.
Additional information: The study was conducted by a team of researchers from a leading business school.
What does the Plain Writing Act require of federal agencies?
The Plain Writing Act requires all federal agencies to use clear prose that the public can readily understand, emphasizing straightforward communication.
Additional information: The Act was signed into law in 2010.
What guidelines does the U.S. Securities and Exchange Commission recommend for creating clear disclosure documents?
The SEC recommends using short sentences, everyday words, active voice, bullet lists, and descriptive headings, while cautioning against legal and highly technical terms.
Additional information: These guidelines aim to enhance transparency and accessibility in financial disclosures.
How can using accurate words impact the effectiveness of business writing?
Accurate words ensure that the intended meaning is conveyed clearly, preventing misunderstandings that might occur due to different interpretations of value-laden or ambiguous terms.
Example sentence: “The precise use of terminology helped to avoid any confusion during the negotiation process.”
What is the difference between a word’s denotation and connotation?
Denotation refers to a word’s literal or dictionary meaning, while connotation involves the emotional associations or implications that the word carries.
Example sentence: “The word ‘home’ has a denotation of a physical dwelling, but its connotation can evoke feelings of warmth and security.”
How can the misuse of words lead to problems in business communications?
Misuse of words can lead to confusion, dissatisfaction among customers due to unclear instructions or expectations, and potentially costly business errors.
Additional information: Effective communication relies on the accurate use of language to convey messages clearly.
What are some benefits of using familiar words in business writing?
Familiar words are more easily understood and remembered, making the communication more effective and likely to be acted upon correctly.
Additional information: Using familiar words can help build rapport with the audience and establish a sense of trust.
