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Q: You are preparing to write a formal report to be presented to the management at your workplace. What are some potential needs for the audience that you should be aware of when writing the report?
A: The key to effective business writing is knowing your audience. Before you sit down to compose your letter, memo or report, think about the recipient of your document. What are you trying to say to this person? Organization is crucial. [ Outlines are an invaluable aid to writing a lengthy report or memo. Remember, time is in short supply for most business professionals. By organizing your
thoughts beforehand, you can determine what exactly you are trying to say. Decide what details must be included in the report or memo. Look for graphic elements to add to your presentation, especially if your report contains many boring statistics. Statistics and research bolster your conclusions, especially if they are presented in a visually appealing manner. With the advent of modern word processing programs such as Microsoft Word and Corel WordPerfect, it is easy to include spread sheets, graphs and colorful clip art to your report, thereby making your work memorable and convincing. After you have decided what the message is that you are trying to convey, work on saying it in concise language. Be brief, whenever possible. Avoid wordiness and unnecessary large words. Strive for clarity in your writing and avoid vagueness (unless there is good reason to be vague). For example: Wordy - It is the responsibility of the recruiting committee to ensure that the goals of the hiring task force have been implemented. Precise - Our recruiting committee must meet the hiring goals of the hiring task force. Wordy - The hurricane had the effect of a destructive force on the manufacturing plant. Precise - The hurricane destroyed the manufacturing plant. Avoid using vague words when a more precise word will do. Take a tip from the journalists. Tell the audience what you are going to say, say it using action verbs, then sum up what it is you have said - and say it in as few words as possible. Source: ]
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Asked 8/15/2012 6:22:44 AM
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