WritingProcess-Writing

Step 3 — Writing

The third step of the Writing Process. The actual drafting phase — but it is not the place to start from scratch. A writer at Step 3 should have a completed outline in hand and be translating it into full prose.

Part of: ADMN 233 — The Writing Process

Note: The Farrelly reading focuses primarily on the planning and editing stages. Step 3 is covered more briefly — but four key techniques are explicitly required.

graph TD
    OL[Outline from Step 2] --> D[Draft]
    D --> IC[Introductions + Conclusions]
    D --> SP[Signposts]
    D --> SK[Skim-friendly design]
    D --> PL[Plagiarism prevention]
    D --> PO[→ Step 4: Polishing]

The Four Key Techniques

3.1 Always Include Introductions and Conclusions

Both are mandatory in professional writing — regardless of message length.

Introduction must orient the reader to:

• The basics of the topic
• The goal of the message
• The importance of the topic
• A roadmap of where the message is going

Analogy: Walking into a conversation already in progress — you can’t follow it. That’s what a document without an introduction feels like to a reader.

Conclusion must:

• Restate key points
• State core action items or next steps
• Offer a final thought on importance or main takeaway

What conclusions must NOT do:

• Introduce new points (exceptions: future considerations, broader impact)
• Contradict the overarching goal
• Concede counterpoints (do that in the body, not the conclusion)

Analogy: Missing the last few minutes of a movie — frustrating and unsatisfying. Don’t just stop writing when you run out of points.

3.2 Use Signposts

Definition: Clear, overt statements that orient the reader to the message’s structure and establish linkages between major points. Also called transitional expressions.

The longer the document, the more critical signposts become.

Two types:

• Between sections: “In the next section, we cover how the interior design will reflect the store’s location.”
• Within paragraphs: transitional words that clarify relationships between sentences

Common signpost words/phrases:

Signpost	Use
However	Contrast
Consequently	Result
Subsequently	What follows
Next	Sequence
In contrast	Comparison
Additionally	Addition
First, second, third…	Sequence / enumeration
Finally	Closing a list or section

Rule: Keep signposting brief. Too many signposts annoy readers. Professional writing is goal-oriented, so clear direction is welcome — but not excessive narration.

3.3 Facilitate Skimming

Many readers — especially busy executives — will not read every word. Design the document for selective reading.

Techniques:

• Use headings and subheadings
• Put lists in bulleted or numbered form
• Bold or italicize key passages
• Use graphics, callouts, or visual design for vital information
• Vary sentence length with a tendency toward shorter sentences
• Break text into shorter paragraphs

This overlaps with Step 4 (Polishing) — but skimming facilitation is a drafting decision, not just a formatting one. The words and structure must support it, not just the visual layout.

3.4 Avoid Plagiarism

Plagiarism can happen accidentally during drafting. Prevention techniques:

1. Immediately put quotation marks around any copied text when pasting it in
2. Use a different colour or highlighting on quoted text so it stands out from your own words
3. Remove the colour/highlighting only after properly citing the source
4. Know and consistently use one citation style

Professional writing still requires source citation — even when you don’t use academic formats like APA or MLA. Sources may appear in footnotes, a references list, or inline with URLs.

Key Points for Exam/Study

• Step 3 is driven by the outline built in Step 2 — refer to it continuously while drafting
• Introductions and conclusions are mandatory — even for short messages
• Conclusions: restate + next steps + final thought. No new points, no contradictions
• Signposts = transitional expressions — guide the reader, establish structure linkages
• Design for skimming: headings, bullets, bold, short paragraphs
• Mark quoted text immediately; cite consistently; professional writing still requires sourcing

Cross-Course Connections

WritingProcess-Organizing — the outline from Step 2 is the anchor throughout Step 3
WritingProcess-Polishing — visual skimming aids overlap between Steps 3 and 4
DocumentDesign — detailed coverage of headings, typography, and layout
Argument — signposts function similarly to premise indicators in logical argument structure