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Writing Process Phase 3: Revise, Proofread, Evaluate

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Avoid indirect, pompous language. Poor: It would not be inadvisable for you to affix your signature ... Formal: Our Accounting Department takes this opportunity ... – PowerPoint PPT presentation

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Title: Writing Process Phase 3: Revise, Proofread, Evaluate


1
Chapter 7
  • Writing Process Phase 3 Revise, Proofread,
    Evaluate

2
Guffeys 3-x-3 Writing Process
  • Phase 1 Prewriting
  • Analyzing, anticipating, adapting
  • Phase 2 Writing
  • Researching, organizing, composing
  • Phase 3 Revising
  • Revising, proofreading, evaluating

3
Writing Process Phase 3 Revising
  • Keep it clear.
  • Keep it conversational.
  • Keep it concise.

4
Keep it clear.
  • Avoid indirect, pompous language.
  • Poor It would not be inadvisable for you to
    affix your signature at this point in time.
  • Improved

5
Keep it conversational.
  • Formal Our Accounting Department takes this
    opportunity to inform you that we have credited
    your account for the aforementioned sum.
  • Conversational

6
Keep it concise.
  • Remove opening fillers.
  • Wordy There are four new menu items we must
    promote.
  • Improved

7
Keep it concise.
  • Eliminate redundancies.
  • collect together
  • contributing factor
  • personal opinion
  • perfectly clear

8
Keep it concise.
Reduce compound prepositions.
  • at such time
  • at which time
  • due to the fact that
  • inasmuch as
  • Reduce to
  • Reduce to
  • Reduce to
  • Reduce to

9
Keep it concise.
  • Purge empty words.
  • As for the area of athletic shoes, the degree of
    profits sagged.

10
Purge empty words.
  • This is to inform you that we have a toll-free
    service line.

11
Revising for Vigour and Directness
  • Kick the noun habit.
  • Wordy We must conduct an investigation of all
    parking violations before we can give
    consideration to your fine.
  • Improved

12
Revising for Vigour and Directness.
  • Dump trite business phrases.
  • Trite Pursuant to your request, enclosed please
    find a job application.
  • Improved

13
Revising for Readability.
  • Develop parallelism (balanced construction).
  • Not parallel We can collect information, store
    it, and later it can be updated.
  • Parallel

14
Use Bulleted Lists for High Skim Value
  • Consumers expect the following information at
    product Web sites
  • Price
  • Quality
  • Performance
  • Availability

15
Add Headings for Visual Impact and Readability
  • A number of topics must be discussed at our next
    meeting
  • Budget. Come prepared to discuss your expense
    requests.
  • Schedule. Who will be taking vacations or
    leaves?
  • Hiring. Soon we must begin the hiring process to
    replace Matt.

16
Writing Process Phase 3 Proofreading
  • What to watch for in Proofreading.
  • Spelling
  • Grammar
  • Punctuation
  • Names and numbers
  • Format

17
Writing Process Phase 3 Proofreading
  • How to Proofread Routine Documents
  • For computer messages, read on the screen or,
    better yet, print a rough copy to read.
  • For handwritten or printed messages, read
    carefully and use proofreading marks to indicate
    changes.

18
Writing Process Phase 3 Proofreading
  • How to Proofread Complex Documents
  • Print a copy, preferably double-spaced.
  • Set it aside for a breather.
  • Allow adequate time for careful proofreading.
  • Be prepared to find errors. Congratulate, not
    criticize, yourself each time you find an error!

19
Writing Process Phase 3 Proofreading
  • How to Proofread Complex Documents
  • Read the message at least twice for meaning and
    for grammar/mechanics.
  • Reduce your reading speed. Focus on individual
    words.
  • Use standard proofreading marks.

20
Writing Process Phase 3 Evaluating
  • Evaluating the Outcome
  • How successful will this communication be?
  • Does the message say what you want it to say?
  • Will it achieve its purpose?
  • Did you encourage feedback so that you will know
    whether it succeeded?

21
The Complete Process
2. Writing Researching Organizing Composing
3. Revising Revising Proofreading Evaluating
1. Prewriting Analyzing Anticipating Adapting
22
1. Prewriting
  • Analyzing Define your purpose. Select the most
    appropriate form (channel). Visualize the
    audience.
  • Anticipating Put yourself in the readers
    position and predict his or her reaction to this
    message.
  • Adapting Consider ways to shape the message to
    benefit the reader, using his or her language.

23
2. Writing
  • Researching Collect data formally and
    informally. Generate ideas by brainstorming and
    clustering.
  • Organizing Group ideas into a list or an
    outline. Select the direct or indirect strategy.
  • Composing Write first draft, preferably on a
    computer.

24
3. Revising
  • Revising Revise for clarity, tone, conciseness,
    and vigour. Revise to improve readability.
  • Proofreading Proofread to verify spelling,
    grammar, punctuation, and format. Check for
    overall appearance.
  • Evaluating Ask yourself whether the final
    product will achieve its purpose.

25
Activity 7.1 Document for Analysis
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