Guffey's 3 x 3 Writing

Summary

This video script emphasizes the significance of effective business writing in various forms like emails, letters, and reports. It outlines the 3X3 writing process: pre-writing (analyzing the task, anticipating audience, and adapting the message), writing (researching, organizing, and composing a draft), and revising (revising, proofreading, and evaluating). The script illustrates how to tailor writing to different audiences and situations, highlighting the importance of clarity and conciseness in communication.

Takeaways

• 📝 Writing is more important than ever in business today, with many employees required to write various types of documents including emails, memos, and reports.
• ✍️ Business writing prioritizes clarity and brevity, focusing on simple and clear communication rather than showing off extensive knowledge.
• 🔄 The writing process consists of three main phases: pre-writing, writing, and revising, each with specific steps to ensure effective communication.
• 🧐 Pre-writing involves analyzing the task, anticipating the audience's reaction, and adapting the message to suit the audience's needs and expectations.
• 📚 The writing phase includes researching necessary information, organizing that information logically, and composing the first draft of the document.
• 🔍 Revising is a critical step where the writer makes edits, simplifies sentences, improves formatting, and proofreads to ensure clarity and accuracy.
• 🔁 The three phases of writing are not strictly linear; revisions may require a return to the pre-writing or writing stages to refine the message further.
• 👥 Understanding the audience is crucial; writers should adjust their tone and content to effectively convey their message and receive a constructive response.
• 🧠 Good business writing often requires thinking strategically about how to present information, sometimes using a positive start or acknowledging challenges to build rapport.
• 🎯 The ultimate goal of business writing is to create a well-organized, effective final product that clearly communicates the intended message and prompts the desired response.

Q & A

Why is business writing considered more important today than in the past?

Business writing is more important today because almost everyone is required to write, including emails, and even simple tasks like emails require writing techniques to avoid misunderstandings.

What are the three phases of writing mentioned in the script?

The three phases of writing mentioned are pre-writing, writing, and revising.

What is the main goal of business writing according to the script?

The main goal of business writing is to communicate as simply and clearly as possible, without the need to impress with extensive knowledge or length.

How does the pre-writing phase differ for different types of writing?

The pre-writing phase differs in that more time is spent on it for formal presentations compared to simpler communications like emails to colleagues.

What are the three steps involved in the pre-writing phase?

The three steps in the pre-writing phase are analyzing the task, anticipating the audience's reaction, and adapting the message to improve understanding and readability.

Why is revising considered an all-important phase in the writing process?

Revising is considered all-important because it involves making revisions and proofreading the document to ensure it is error-free and effectively communicates the intended message.

What is the purpose of the '3X3 writing process' mentioned in the script?

The '3X3 writing process' is a model developed to explain what needs to be done in each phase of writing to produce a really good and effective final product.

How does the script suggest handling a situation where a technical update has caused issues?

The script suggests analyzing the task, anticipating the audience's reaction, and adapting the message to convey understanding and urgency without anger.

What is the strategy for explaining new mutual funds to a company according to the script?

The strategy is to explain the risks and benefits in simple terms that anyone can understand, potentially using a sales pitch style to engage a wider audience.

How should a company respond to customer feedback about a problematic advertising campaign?

The company should start with an apology, acknowledge the feedback, and explain that the campaign was a pilot project, valuing the customer's input and business.

What is the first step in the writing phase according to the script?

The first step in the writing phase is research, which involves collecting all the information the reader will need to know before beginning to write.