Three step writing process in business communication

1. THREE-
STEP
WRITING
PROCESS
Dr. Allen Rojer
MBBS, BAPSY, Study for
MHA

2. Objective
• Introduction​
• Advantages
• Importance
• The three steps/ stages
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3. Introduction
The modern business world is driven by fast-paced
communication, so accurate and precise writing has
never been more important.
When composing any form of business writing, it is
crucial to understand the basic three-step writing
process.
Taking the time to learn how to properly (1) plan, (2)
write, and (3) complete each piece of business
writing you compose can drastically improve your
writing skill and accurately prepare you for future
business writing.
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4. WRITING EFFECTIVELY AND
EFFICIENTLY WITH THE THREE STEP
WRITING PROCESS​​
• Writing effectively is a discipline
that requires practice.​
• The three step writing process for
business communication is the
tool that will help you become an
effective writer.
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5. WRITING EFFECTIVELY AND
EFFICIENTLY WITH THE THREE STEP
WRITING PROCESS​​
Before I discuss the three step writing
process, I want to make clear two things:
1. While the three step writing process is
important to business communication writers, it
is not solely for business writing.
2. If you have heard of this process by another
name, the 3×3 writing process. Both the 3×3
writing process and three step writing process
are the same writing process.
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6. ADVANTAGES OF THE THREE
STEP WRITING PROCESS​
The premiere advantage is that your writing
becomes faster and effective the more practice.
Other advantages include:
• Following the process will help you optimize your
writing time.
• By planning your messages, you can write or
communicate effectively.
• Planning helps you deliver the right message to
the right audience.
• Streamline your writing process while eliminating
unnecessary time and stress.
• Prepare your communication and reduce mistakes,
which saves you and your company’s credibility.
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7. WHY EFFECTIVE WRITING
IS IMPORTANT IN BUSINESS
COMMUNICATION
When you write effectively, you convey your ideas in a
way that ensures your audience completely understands
the message being conveyed.
Furthermore, effective communication, or writing in our
case, includes how you deliver your message so that your
audience wants to hear what you have to say.
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8. WHY EFFECTIVE WRITING IS
IMPORTANT IN BUSINESS
COMMUNICATION
It creates efficient communication that
leads to:
• Increased productivity
• Faster problem solving
• More decisive decision-making
• Increased profits
It also helps boost the organization’s
credibility.
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9. Three-Step Writing Process
1. Plan
2. Write
3. Complete​
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10. 1. Planning
Analyze the Situation
Define the reason or purpose for writing and
develop an audience profile.
Gather Information
Determine the needs of the audience and
gather the information required to satisfy
those needs.
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11. 1. Planning
Select the Right Delivery Vehicle
Determine the best medium (delivery
vehicle) for communicating the message.
Organize the Information
Define the main communication idea and
select a direct or an indirect approach.
Outline the communication content.
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12. 2. Write
• Connect with your audience by being
sensitive to their needs and using a “you”
attitude.
In professional writing, the "you attitude"
means looking at a topic from the reader's
point of view ("you") instead of our own
("me"): Me Attitude: I have requested that
your order is sent out today. You Attitude:
You will receive your order by Wednesday.
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13. 2. Write
• Build a strong relationship with the
audience by establishing credibility
and projecting your company’s
brand image. Use a conversational
tone, plain English, and an
appropriate voice to deliver the
message.
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14. 2. Write
Compose the Message
• Choose strong words that create
useful sentences and coherent
paragraphs.
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15. 3. Complete
Revise the Message
Evaluate the content and review it for
readability. If required, edit the
content and rewrite it for conciseness
and clarity.
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16. 3. Complete
• Produce the Message
Use useful design elements for a clean
and professional layout.
• Proofread the Message
Review the communication piece for
errors in the layout. Check the spelling
and mechanics as well.
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17. 3. Complete
• Distribute the Message
Deliver the message using the chosen
communication vehicle. Make sure
that all documents and files
successfully distributed are relevant to
the communication item.
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18. 1 8

19. While writing may seem challenging at first, practicing often
and implementing the three-step writing process will help
improve writing skills. The Three-step writing process is not
just a guide for business communicators, but for anyone that
needs to develop messages or distribution to an audience.
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20. Thank you!!!
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