PRESENTATION ON PRESENTATION ON WRITTEN WRITTEN

COMMUNICATIONCOMMUNICATION

WRITTEN COMMUNICATIO

N

Communication

by means of

written symbols

(either printed,

typed or

handwritten)

Writing?Writing? One of the best methods to One of the best methods to

communicatecommunicate Writing is one of the oldest known

forms of communication In today’s age of information and

technology, writing has become a lost art

Goals & ObjectivesGoals & Objectives

1.1. Future referenceFuture reference2.2. Record of evidenceRecord of evidence3.3. Measurement of progressMeasurement of progress4.4. PrecedentsPrecedents5.5. Avoiding mistakesAvoiding mistakes6.6. Effective decision-makingEffective decision-making7.7. Organizational efficiencyOrganizational efficiency8.8. Legal requirementsLegal requirements

Why Written Why Written Communication?Communication?

Creates a permanent recordCreates a permanent record Allows you to store information for Allows you to store information for

future referencefuture reference Easily distributedEasily distributed All recipients receive the same All recipients receive the same

informationinformation Necessary for legal and binding Necessary for legal and binding

documentationdocumentation

Writing skills are specific abilities which

help writers put their thoughts into words

in a meaningful form and to mentally

interact with the message.

DefinitionDefinition

Writing Skills?Writing Skills? The ability to write does not require a

unique talent or an outstanding mental ability

Everyone has the basic skills necessary to write well

A basic understanding of writing and a commitment to writing well in all situations is needed as a professional

Questions a writer asksQuestions a writer asks How do I begin? What is my purpose? How do I make my point clear? How do I create a logical flow? How do I say what I mean? How do I avoid grammatical errors? How can I make my message brief? How can I create a visual effect?

DirectivesDirectivesFormsFormsNews bulletinNews bulletinProposalsProposalsAgreementsAgreementsHandbookHandbookPamphletsPamphletsBrochures Brochures

The Writing ProcessThe Writing Process

PlanningPlanning WritingWriting Quality ControlQuality Control

The Writing ProcessThe Writing Process

PlanningPlanning

Keep objectives in mind and Keep objectives in mind and research the topicresearch the topic

Think about the audienceThink about the audience Outlining helps organize thoughtsOutlining helps organize thoughts

The Writing ProcessThe Writing Process

WritingWriting

Follow your outline, use your handbookFollow your outline, use your handbook Inspiration is acceptable but must be Inspiration is acceptable but must be

carefully reviewedcarefully reviewed Use the interview approach to Use the interview approach to

supplement the outline (who, what, supplement the outline (who, what, where, when, how)where, when, how)

The Writing ProcessThe Writing Process

Quality ControlQuality Control

Reread your workReread your work Be critical of your own workBe critical of your own work

Considerations while Considerations while writingwriting

Who? What? When? Why? Where? How?

Good WritingGood Writing CompletenessCompleteness:: all information needed is all information needed is

providedprovided CorrectnessCorrectness:: relevant and precise information relevant and precise information CredibilityCredibility:: support your argument support your argument ClarityClarity:: should not be vague, confusing, should not be vague, confusing,

ambiguousambiguous ConcisenessConciseness:: to the point to the point ConsiderationConsideration:: anticipate the reader’s reaction anticipate the reader’s reaction VitalityVitality:: use the active voice rather than the use the active voice rather than the

passive voicepassive voice

Effective Writing Skills

Different Writing Styles

There are three types of writing There are three types of writing styles:styles:

ColloquialColloquialCasualCasualFormal Formal

SOME DOs ANDSOME DOs AND DO NOTs DO NOTs

Be SpecificBe Specific:: Just like a reporter, Just like a reporter, communicate the “who, what, communicate the “who, what, where, why, when and how” of what where, why, when and how” of what needs to done. Stay objective and needs to done. Stay objective and specific.specific.

Avoid the Passive VoiceAvoid the Passive Voice:: Instead of Instead of writing “The program was planned writing “The program was planned by Dane,” write, “Dane planned the by Dane,” write, “Dane planned the program.” program.”

Be Concise Be Concise ::There’s no need to be There’s no need to be long-winded. Get to the point. You’ll long-winded. Get to the point. You’ll lose readers if you spout off too lose readers if you spout off too long!long!

Get Things RightGet Things Right : :Take great care when Take great care when spelling people’s names,, and other spelling people’s names,, and other specifics. And also make sure that you do a specifics. And also make sure that you do a careful proof of your work.careful proof of your work.

Know When Formal Language is RequiredKnow When Formal Language is Required: : If you’re writing an informal note to group If you’re writing an informal note to group members, it’s fine to use contractions members, it’s fine to use contractions (“don’t” instead of “do not”).However, if (“don’t” instead of “do not”).However, if you’re writing for a formal audience, like a you’re writing for a formal audience, like a proposal to the board of directors, be more proposal to the board of directors, be more formal with your language. formal with your language.

Read It Out Loud Read It Out Loud ::One very effective way to One very effective way to self-proof your work is to read it out loud. self-proof your work is to read it out loud. This will help you determine if you’ve used This will help you determine if you’ve used incorrect words, if your sentences run on incorrect words, if your sentences run on too long, if your tenses don’t match, and too long, if your tenses don’t match, and more.more.

Business DocumentsBusiness DocumentsA good business document should always A good business document should always

answer the following questions:answer the following questions:

What is this document about?What is this document about? Why has it come to be?Why has it come to be? Who wrote it?Who wrote it? How is it organized?How is it organized? What is it trying to accomplish?What is it trying to accomplish? What supports the conclusion?What supports the conclusion? What problem or opportunity does it What problem or opportunity does it

address?address?

Common Common EtiquettesEtiquettes

Focus on formatFocus on format Ensuring connectivityEnsuring connectivity Structuring of the contentStructuring of the content Tempering the content as per the level of Tempering the content as per the level of

formalitiesformalities Steering clear of short formSteering clear of short form Importance of grammar, spelling and Importance of grammar, spelling and

punctuationpunctuation Sensitivity to the audienceSensitivity to the audience Importance of creativityImportance of creativity Avoiding excessive use of jargonAvoiding excessive use of jargon Awareness of the audience /mediumAwareness of the audience /medium

Spelling and GrammarSpelling and Grammar It is important in all business

communications to use proper grammar and correct spelling

What you write and how you write could reflect a positive or negative image

Sloppy and/or poorly written communications could be perceived as a lack of caring

Spelling and Grammar Spelling and Grammar TipsTips

Proofread communications before sending

Use spell and grammar check if available Make sure to have subject, verb and

tense agreement Ensure proper word usage:

affect/effect there/theiramong/between shall/willcan/may than/then

Types of WritingTypes of Writing E-mails Letters and Memos Agendas Reports Promotional Material Academic Documents Research (scientific) manuscripts Circulars Notices

E-MailsE-Mails E-mail is fast, convenient and easy Email is now the dominant method of

communicating in business. Convenient for communicating with people

in different places and different time zones Easier to communicate with people who

understand written English but don’t speak it well

Excellent mechanism for follow-up or action items after a meeting

Messages can be saved and retrieved easilyMessages can be saved and retrieved easily

Effective Writing Skills

E-Mails (Challenges)E-Mails (Challenges)

USE WITH CARE….

Email is not always confidential -- emails

can sometime be obtained from central

network even if deleted from personal

computers

Watch Out!Watch Out!

E-Mails (Challenges)E-Mails (Challenges) Email is often sent out without re-Email is often sent out without re-

reading, proof-reading and other reading, proof-reading and other standards applied to written standards applied to written communications. communications. We press the send We press the send button too soon!button too soon!

Emails can be forwarded and sent to Emails can be forwarded and sent to others without your approval or others without your approval or knowledgeknowledge

E-MailsE-Mails Many users do not realize the

potential outcome of what is being sent through e-mails

Business e-mails should be concise and to the point

The language used in business e-mails should not be overly informal

Letters and MemosLetters and Memos Letters and memos are the basic

vehicles of business communication They should be brief and make a

single point Letters are for external

communications Memos are for internal

communications

Letters and MemosLetters and Memos

Heading or Letterhead

Date Inside address Salutation

Subject line Body Closing and

Signature Enclosures

All business letters should include:

Reference No. Ref:T/23/19Date 31st December,2010Sender’s Address GMR BuildersInside Address Mr. G.Reddy, Ramco

Tiles, New Delhi.Salutation Dear Sir,

Body Text We are pleased………..Closing ‘call to Action’ Yours SincerelySignature Block Sd/-Enclosures Carbon Copy

Encl: cc to: bcc:

Complimentary CloseComplimentary CloseDear SirDear SirsDear MadamDear Sir/Madam

Yours faithfully Or Yours truly

Dear Ms. KranthiDear Mr. KiranDear Kalyan

Yours sincerely

Dear CustomerDear ReaderDear SubscriberDear ShareholderDear Member

Yours sincerely

Name on the letter headName on the letter headRef: no. : Reg/01/002Ref: no. : Reg/01/002

2121stst October,2010 October,2010

Mr. Ramesh DebrajMr. Ramesh DebrajGeneral Manager – FinanceGeneral Manager – FinanceThe School Book DepotThe School Book DepotNavi Mumbai – 400 707Navi Mumbai – 400 707

Sub: Request for the rates Sub: Request for the rates

Dear Mr.Debraj,Dear Mr.Debraj,

We shall be really pleased to establish business contacts with you for the purchase of someWe shall be really pleased to establish business contacts with you for the purchase of somePublications of Maharashtra. Kindly send the price list available with you and the terms and Publications of Maharashtra. Kindly send the price list available with you and the terms and

conditions conditions of the business at he earliest, so that we can immediately place the order.of the business at he earliest, so that we can immediately place the order.

We look forward for your immediate positive action.We look forward for your immediate positive action.

Thanking you,Thanking you,Yours sincerely,Yours sincerely,

Subhash ChandraSubhash ChandraG M – MarketingG M – Marketing

Letters and MemosLetters and Memos

TO: (To whom is the memo directed?)

FROM: (Who wrote the memo?) DATE: SUBJECT:

All business memos should include:

Types of Letters and Types of Letters and MemosMemos

Letters of requestLetters of request Sales lettersSales letters Response lettersResponse letters Cover letters, recommendationsCover letters, recommendations Letters of collectionLetters of collection Letters to vendors and suppliersLetters to vendors and suppliers Memos that deal with employee issuesMemos that deal with employee issues Memos that make announcementsMemos that make announcements Memos for policies and proceduresMemos for policies and procedures

Have you hit your target?Have you hit your target?

In written communication most confusion & frustration are caused by failing to be specific

Make it clear, brief and concise

ReportsReports Define the main pointDefine the main point Define the goals and objectivesDefine the goals and objectives Collect the evidence needed to Collect the evidence needed to

support the main pointsupport the main point Organize the reportOrganize the report State the conclusions and State the conclusions and

recommendationsrecommendations

Organization of ReportsOrganization of Reports TitleTitle Executive summaryExecutive summary IntroductionIntroduction Materials and methodsMaterials and methods Results and discussionsResults and discussions ConclusionsConclusions RecommendationsRecommendations

Common Errors & TipsCommon Errors & Tips Company name usageCompany name usage Shortened words (thru, condn, mgmt, Shortened words (thru, condn, mgmt,

ref, lib)ref, lib) Repetition of words Repetition of words

Example:Example: file the file in the file folder. file the file in the file folder. Use of ampersand (&)Use of ampersand (&) Use of Use of boldbold UPPER CASEUPPER CASE

Common Errors & TipsCommon Errors & TipsPunctuation Punctuation Use commas to separate elements in a Use commas to separate elements in a

series, and to separate ideas or clauses. series, and to separate ideas or clauses. Use correct punctuation in abbreviations; Use correct punctuation in abbreviations;

e.g., for example i.e., that is etc., et cetera e.g., for example i.e., that is etc., et cetera Do not use multiple punctuation marks, Do not use multiple punctuation marks,

for example: !!! ... ???, etc. for example: !!! ... ???, etc. Punctuation of lists and tables Punctuation of lists and tables

Common Errors & TipsCommon Errors & Tips Hyphen and dash usage Hyphen and dash usage Confusion between its and it's Confusion between its and it's Use of apostrophe Use of apostrophe Abbreviations and acronymsAbbreviations and acronyms Use active voiceUse active voice Proofread for accuracyProofread for accuracy

10 Commandments10 Commandments1.1. Know what you want to say before you say Know what you want to say before you say

it. it. 2.2. Keep it simple.Keep it simple.3.3. Use bullet points.Use bullet points.4.4. WIIFM (What's in It For Me?)WIIFM (What's in It For Me?)5.5. Don't get bogged downDon't get bogged down6.6. Call to actionCall to action7.7. EditEdit8.8. Spell checkSpell check9.9. Take 5 before hitting sendTake 5 before hitting send10.10. Follow upFollow up

FIRST IMPRESSIONS No matter what you are writing a few

things can create a negative first impression about your intelligence and

your level of care: misspellings grammatical mistakes missed words messy

delivery and incomplete work.

ConclusionsConclusions Utilize full potential of written communicationUtilize full potential of written communication Use frequent e-mails as per your requirementUse frequent e-mails as per your requirement What you write will ultimately define you as a What you write will ultimately define you as a

professional to your colleagues and superiorsprofessional to your colleagues and superiors Match the appropriate communication Match the appropriate communication

method to the recipientmethod to the recipient Eliminating excessive or unnecessary Eliminating excessive or unnecessary

communication will improve your workflowcommunication will improve your workflow Mastering these skills will improve your Mastering these skills will improve your

ability and enhance your careerability and enhance your career

THANK YOUTHANK YOU

Effective Writing Skills