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.

Outlines

00:00

📝 The Importance of Effective Business Writing

This paragraph emphasizes the significance of writing in the business world, noting that even simple tasks like sending an email require good writing skills to avoid misunderstandings. It outlines the three phases of writing: pre-writing, writing, and revising. Pre-writing involves evaluating the message and audience, writing is about organizing thoughts and composing a draft, and revising is about making changes and proofreading. The paragraph also introduces the 3X3 writing model, which breaks down each phase into three steps, and provides examples of how different employees approach writing tasks based on their needs and audience.

05:01

🔍 The 3X3 Writing Process in Action

This paragraph delves into the application of the 3X3 writing process by various employees. It describes how they approach the writing phase, which includes researching, organizing information, and composing a first draft. The paragraph provides specific examples: a customer service scenario where an employee must write an email to technical support, a financial advisor explaining new mutual funds, and a marketing professional responding to customer feedback about pop-up ads. Each example illustrates the process of gathering necessary information, organizing the content, and drafting a message that is clear, persuasive, and tailored to the audience's needs.

Keywords

💡Business Writing

Business writing refers to the act of communicating information in a professional and concise manner, typically within a business context. It encompasses a variety of formats such as emails, formal letters, memos, reports, and sales presentations. In the video, the importance of business writing is emphasized as it is a critical skill in today's workplace, where clear and effective communication is essential for success. The script illustrates this through scenarios involving email communication and technical support interactions.

💡Pre-writing

Pre-writing is the initial phase of the writing process where the writer plans and organizes their thoughts before actually writing. It involves evaluating the message's purpose, the audience, and the best method of delivery. In the video, pre-writing is highlighted as a crucial step where employees analyze their tasks, anticipate the audience's reaction, and adapt their messages accordingly, such as when an employee needs to communicate a software issue to technical support without appearing angry.

💡Writing Technique

Writing technique refers to the methods and strategies used to construct a piece of writing effectively. This includes organizing thoughts, choosing the right tone, and using clear language. The video script mentions that even simple tasks like writing an email require writing techniques to ensure the message is not misunderstood, which is exemplified by the employee who wants to express frustration with a software issue but chooses a more constructive approach.

💡Revising

Revising is the process of reviewing and making changes to a written piece to improve its clarity, accuracy, and effectiveness. This phase is critical in the writing process as it involves proofreading, simplifying sentences, and ensuring the message is conveyed as intended. In the video, employees are shown revising their messages, such as an email to technical support, to ensure it is concise and effectively communicates the urgency of their situation.

💡Audience Analysis

Audience analysis is the process of understanding the target readers of a piece of writing, including their background, needs, and expectations. This helps in tailoring the message to resonate with the audience. The video script illustrates audience analysis when an employee considers the technical support team's likely busy state and adjusts the tone of the email to be more cooperative rather than confrontational.

💡Technical Support

Technical support refers to the assistance provided by a company to its customers for resolving technical issues with their products. In the video, technical support is a central theme as employees interact with it to address software problems. The script shows the importance of clear and effective communication with technical support to ensure issues are resolved promptly.

💡Memo

A memo is a short, informal document used within an organization to communicate information or decisions. It is typically written in a straightforward and concise manner. In the video, a memo is mentioned as a means for an employee to explain new mutual funds to the company, demonstrating the use of business writing to convey complex financial information in an understandable way.

💡Sales Presentation

A sales presentation is a formal pitch made to potential customers to persuade them to purchase a product or service. It requires effective communication skills and a clear understanding of the audience's needs. The video script touches on the preparation for a sales presentation, emphasizing the need for research and organization to ensure the message is persuasive and well-received.

💡Formatting

Formatting in writing refers to the arrangement of text and elements on a page to improve readability and presentation. It includes aspects like font type, size, spacing, and headings. The video script mentions formatting as part of the revising process, where employees ensure their documents are well-organized and visually appealing to the reader.

💡Proofreading

Proofreading is the final check of a written document to identify and correct errors in spelling, grammar, and punctuation. It is a critical step in the revising phase to ensure the document is polished and professional. The video script includes instances where employees proofread their work, such as checking for typos and ensuring the message is clear and free of errors.

💡3X3 Writing Process

The 3X3 Writing Process mentioned in the video is a model that outlines a structured approach to writing, consisting of three phases (pre-writing, writing, and revising), each with three steps. This process is designed to help writers produce clear, concise, and effective documents. The video demonstrates how employees apply this process to various writing tasks, such as drafting emails and memos, to improve their business communication.

Highlights

Writing in business is more important than ever, with everyone required to write, especially emails.

Business writing differs from other forms, valuing brevity and clarity over length and impressing others.

The writing process is divided into three phases: pre-writing, writing, and revising.

Pre-writing involves evaluating the message and audience, deciding the best communication channel.

Writing phase includes organizing thoughts and composing a first draft.

Revising is crucial for improving clarity and involves proofreading and making necessary changes.

The three steps of writing are not linear but rather a looping, iterative process.

A simple 3x3 writing model is introduced to guide the writing process in each phase.

In pre-writing, analyze the task, anticipate the audience's reaction, and adapt the message accordingly.

An example of pre-writing involves an employee dealing with a software issue and adjusting their tone for tech support.

Another example is explaining new mutual funds in simple terms to a company's employees.

A customer's complaint about pop-up ads leads to a discussion on how to address the issue in writing.

The writing phase starts with research, gathering all necessary information for the reader.

Organizing information into a clear and persuasive pattern is key before composing a first draft.

An employee's example of writing includes detailing technical issues and requesting assistance from tech support.

Revising involves simplifying sentences, improving formatting, and proofreading for errors.

A good practice is to pretend to be the reader and evaluate the writing from their perspective.

An example of revising includes an employee refining their email to a software company for better clarity and impact.

The 3x3 writing process is emphasized as a method to improve business writing skills.

Transcripts

in business today writing is even more

important than it used to be and for one

thing even if it's only email just about

everyone is required to write now if

you've ever had one of your emails

misunderstood you know that even this

simple task requires writing technique

depending on your job you may be called

on to write an email a formal business

letter an internal memo a report or a

sales

presentation business writing is

different from other writing for one

thing length is not rewarded the shorter

the better and you're not out to impress

anybody with your knowledge your goal is

to communicate as simply and clearly as

you

can any good writer will tell you that

writing takes place in three phases pre

writing writing and revising you start

with pre-writing which is the whole

process of evaluating your message and

your audience next comes the process of

writing itself when you organize your

thoughts and compose a first draft

finally there's the all-important phase

of revising where you make revisions and

proofread the

document now of course these steps are

going to be more or less important

depending on what you're writing for

example you will spend more time on

pre-writing for a formal presentation

than you will for an email to a fellow

worker your personal style will also

come into play some people rewrite every

sentence before moving on to the next

others wait until the first draft is

finished finally it's often not as

simple as 1 two 3 you may find that a

revision you make sends you all the way

back to the pre-writing stage the three

steps of writing are not so much a

straight line as a looping back process

to get to a really good effective final

product we've developed these three

basic phases of writing into a simple

model that explains just what you need

to do in each phase each phase has three

steps let's look at each phase in turn

starting with pre-writing the first

thing you do is analyze the task what's

the purpose of the message and what's

the best channel for the message and

what's the best channel for delivering

it the next step is to anticipate the

audience who will read the message and

how will he or she react to it then you

would ADT to the task and audience for

example by adjusting your tone so the

message is clearly conveyed and the

reader reacts constructively to it let's

observe how these employees begin phase

one of the writing process you'll notice

how they explain the predicament analyze

the task anticipate the audience's

reaction and adapt the message to

improve understanding and readability I

downloaded and installed an update to my

3D Graphics program and now every time I

launch my 3D Graphics program it locks

up my my computer so I called the

company's technical support hotline and

I was put on hold for a half an hour I

have a deadline tomorrow morning so now

I'm going to write the company an email

I want to really go after them I want

them to really understand how mad I am

but I don't think that's going to give

me the results I want so I analyze the

task I want them to provide me with a

patch or talk me to the fix I also need

to anticipate my audience the software

company's tech support guys well they're

probably swamped especially if they're

having this kind of problem everybody's

probably screaming at them so in order

to get their attention I need to not be

angry then I need to adapt my task to

the audience I need to communicate that

I understand their problem that I'm not

angry but I've got this deadline so I

need help right

away I've got this memo to write and I'm

just a little bit overwhelmed the

financial services company that handles

our 401ks is introducing two new mutual

funds

and I have to explain them to the whole

company okay okay so the task to explain

the risks and benefits in simple terms

that anybody could understand okay so

the audience well we're a financial

services company ourselves so the

decision makers won't have any problem

understanding although the kids in the

mail room might if I put the risks and

benefits in terms of a sales pitch at

least more people will realize they have

some new choices well the customer

raises some legitimate points uh well

maybe I thought that campaign was going

to be really effective I didn't think we

get that kind of reaction I certainly

didn't think we'd get customers angry

over it this is from a longtime customer

who's pretty annoyed at us because of a

series of popup ads that we've been

running on the website of a West Coast

newspaper I guess some people just don't

like pop-up ads well the research said

they'd be fine I mean the ads disappear

after 15 seconds if you don't click on

them but that is a long time in web time

if the ad covers up the front page you

went in to look at it in the first place

right okay what's the task here well

write the customer and address his

points okay I think we should start off

with an apology I agree okay the next

phase in the 3X3 process is writing the

first step is research this doesn't have

to be as formal as it sounds but you do

need to collect all the information the

reader will need to know before you

begin writing then you need to organize

the information into a clear persuasive

pattern a few not may be enough

Organization for a quick email more

complicated presentations will probably

require a formal outline and now you're

ready to compose a first draft now let's

see how these employees begin the

writing phase of this process as they

research organize and compose their

messages so the first thing since this

is their technical support I need to

have my technical facts in order I need

to know the operating system the uh well

the processor speed the available memory

the version number I've got a lot of

things I want to write but I need to put

those in order as well um I need to cry

for help uh the technical facts um what

happened oh and I like their product

that's a great place to start I like

their product start out positive it acts

as kind of like a

buffer what happened technical facts

those two are my explanation of why I

need help and a cry for help this is

where I make my uh persuasive request

for their assistance and closing if I

want them to do something I better

express some kind of urgency let them

know about my deadline and a time in

which I need action taken okay let's

give it a try I mean this is a first

draft after

all

dear technical

support this could be an attractive fund

for employees with a diversified

portfolio who are comfortable with more

risk

okay the financial services firm has

provided me with plenty of information

for my research on this memo what I

needed to do was to pick out the most

important facts as I organized the memo

I decided to keep it really clean and

simple and it looks like it's not going

to be any more than four paragraphs an

intro a paragraph for each fund and a

summary to tell the employees who are

interested what to do

next of course past performance okay so

the first paragraph will begin

indirectly with an apology and make it

clear how much we value as business

certainly now do we then go ahead and

say that the pop-up ads were a mistake

oh well I don't know Cliff I mean I

think we should just let it play out you

know this was only one newspaper and

it's a pilot project okay all right so

let's explain uh we'll say this has been

a pilot project for US based on valuable

feedback from uh important customers

such as yourself will take that approach

yeah that can work our problem here is

that we have to explain to this customer

but our research won't be complete until

we get the data back from the pilot

project what the customer really needs

to know at this point is that it is a

pilot project we value his input we

value his business and we'll follow up

with him once all of the results were in

the last phase in the 3X3 process is

revising every good writer revises a

piece before sending it out revising

itself can involve dozens of WR in

techniques from simplifying sentences to

improving the formatting proof reading

of course is critical a good word

processing program can catch a lot of

typos but don't rely on the program

alone a word you typed may be acceptable

to the program but not what you meant to

say finally pretend you're the reader

and evaluate the piece of writing how

will it look through his or her eyes

let's observe how these employees put

the final touches on their messages as

they revise proofread and evaluate their

work no got to back off here I don't

want to make him

mad no I meant thread spell checker

accepted

tread you think I'm being too desperate

here at the

end

whoa oh you just can't be too careful

after everything I wrote I went ahead

and made a claim on the future

performance of the fund we can't let

that

go good we get works all the way down

oh that's that's terrific right there

the way you that place oh I don't know

that sentence there still sounds a

little defensive don't you think but

it's true that's what the research shows

yeah but Jackie is a customer he doesn't

care about the research and we don't

want to lose him as a customer yeah

you're right

okay yeah see that works a lot better

it's tighter

cleaner good writing it takes work and

practice but it's something you can and

master using guffy's 3x3 writing process