3x3 Writing Process

The 3-X-3 writing process helps drafting a negative message. The first step is the analysis of the news and the impact it will have on the reader. The second step is writing. You research information and think all reasons to describe the bad news. Picking up best ones, you can organize and compose your writing. In the third step, you need to revise, proofread and evaluate it. There are certain steps that need to be taken in preparation for all business communication tasks that will ultimately make the writing process easier and more effective. Mary Ellen Guffey, author of Business Communication: Process and Product, combines these steps into what she calls, "The 3 X 3 Writing Process." This process is composed of three stages: pre-writing, writing, and revising. Each stage is then broken into three subdivisions: Pre-writing Analyze: Ask what the purpose of the message is and how the message is to be delivered (i.e. via email, letter, memo, presentation, etc.). Anticipate: Determine what type of audience will be receiving the message and how they are likely to react to it in order to determine the tone of the message. For example, if a message is being sent to a supervisor of some sort, the tone one one's writing will necessarily be more formal than a message being sent to a fellow worker. Adapt: This step combines the analysis and anticipation stages. Guffey explains that "adaptation is the process of creating a message that suits your audience" (109). When adapting the message to a specific audience, try to imagine how the receiver will most likely react to the message. By keeping the needs and interests of the receiver in mind, business writers can help cultivate an empathetic relationship with the reader and, in turn, are more likely to achieve their purpose. Writing Research: This stage allows the writer to gather any information, data, and facts that are needed to write the message. Research can involved search engines, books, personal surveys and interviews, among other methods. Organize: Use diagrams and outlines to help group similar ideas together and narrow the focus of the message. A good rule of thumb is to combine information into groups of three to five categories which will ultimately become the main ideas or headings of the message. Compose: First drafts are often written quickly and are in no way perfect, but they serve as a way to initially lay thoughts down on paper for future refinement. Revising

Revise: Guffey describes revision as the stage where writers can "edit the message to be sure it is clear, conversational, concise, and readable. Look for ways to highlight important information" (125). Here, you'll want to read and re-read drafts to eliminate wordiness ad redundancies and find places where bulleted lists, bold fonts, and other visual aids would be helpful and appropriate. Proofread: Always check for spelling or grammatical errors. The sense of credibility and professionalism could be quickly lost with a single mechanical error. See the Writer's Web pages on Punctuation, Sentence Structure & Mechanics, and Clarity & Style for more help. Evaluate: Ask if the final product ended up suiting both the purpose and the needs of the audience. Writers will often have to go through the revision stage quite a few times before feeling comfortable enough to actually send the message, so writers are encouraged to do so. [