Composing the First Draft
1. Preparing to Write
● Before writing, you must research your topic, organize your data, and decide on an
organizational pattern. Without this preparation, many communicators experience
writer’s block—staring at a blank page or screen without knowing how to begin.
● A well-prepared plan with structured ideas makes it much easier to get started.
2. Importance of the Environment
● Writing requires focus and concentration. A quiet space is recommended, free from
calls, visitors, and other distractions.
● Business professionals often schedule a specific time block for writing important
messages and protect that time from interruptions.
3. Approaches to Drafting
● Keep in mind: the first draft is not the final product. It is only a foundation.
● Freewriting approach: Write quickly without worrying too much about grammar, style,
or perfection. The goal is to capture your thoughts and ideas. Later, you can refine
and polish them.
● Polishing approach: Some writers prefer to edit and refine as they go, making each
sentence precise from the start.
● Different writers have different styles—what matters is finding a process that works
for you.
Summing Up and Looking Forward
1. The Writing Process – Phase Two
● This chapter explains the second stage: Researching, Organizing, and Composing.
● Data Collection:
○ Formal methods – examine company files, reports, or conduct surveys and
structured interviews.
○ Informal methods – talk with colleagues, managers, or members of the target
audience.
● Once collected, information must be organized—either into lists, outlines, or other
structures depending on the type of message.
2. Organizing Messages
● Direct pattern: Best for audiences likely to react positively. The main idea comes first,
followed by details and explanations.
● Indirect pattern: Used when the audience might react negatively or when persuasion
is required. Details and reasoning come first; the main point is revealed later.
3. Writing Techniques for the First Draft
● Sentence level: Use a variety of sentence structures to keep writing dynamic. Avoid
fragments, run-on sentences, and comma splices.
● Paragraph level: Strong paragraphs begin with a clear topic sentence, supported by
detailed explanations, examples, or evidence.
● Emphasis & Style: Use techniques such as underlining, italics, capitalization, and font
changes carefully to highlight important points.
● Coherence & Flow:
○ Use transitional words and phrases.
○ Repeat key ideas strategically for emphasis.
○ Ensure smooth connections between sentences and paragraphs.
● Grammar & Mechanics:
○ Apply active voice for clarity and energy, passive voice when appropriate.
○ Use parallelism to create balanced sentences.
○ Avoid dangling or misplaced modifiers.
4. Looking Ahead – Phase Three
● The next stage of the writing process (Chapter 4) focuses on:
○ Revising: reviewing content, clarity, and logical flow.
○ Proofreading: correcting grammar, punctuation, spelling, and formatting
errors.
Critical Thinking – Issues to Discuss
1. Business and Technology Trends
○ Modern workplaces rely heavily on written communication (emails, reports,
instant messaging, online collaboration tools).
○ Technology has increased both the volume and speed of writing required,
making writing skills more critical than ever.
2. Case of Molly
○ A 23-year-old college graduate with a 3.5 GPA, hired as an administrative
assistant.
○ Quick learner of software but weak in punctuation and grammar.
○ She resigned, realizing the job required accuracy in writing that she lacked.
○ Shows that some positions demand strong writing mechanics, not just
intelligence or technical skills.
3. Teenagers and “Real Writing”
○ Surveys show teenagers spend much of their time writing texts, emails, and
social media posts.
○ But should these forms of writing be considered “real writing”?
○ Distinctions exist between casual digital communication and
workplace/academic writing (tone, formality, structure, and accuracy).
4. Employers’ Expectations
○ Richard Anderson, CEO of Delta Air Lines: “We’re looking for a really good
work ethic and really good communication skills. The ability to speak well and
write is important.”
○ Writing is often not taught as strongly as it should be in education.
○ Do you agree? Was writing strongly taught in your educational experience?
5. Ethical Issue – Passive Voice
○ When officials or managers say: “Mistakes were made,” the passive voice
hides responsibility.
○ Raises the question: Is it ethical to use language to obscure accountability?
○ Passive voice can be useful in some cases, but overuse may damage trust.