written communication - ver 1.1

7/31/2019 Written Communication - Ver 1.1

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Importance of Adaptation Pitching to different target audience

Usage of Appropriate words Short, Familiar, Technical, Concreteand Active voice

Importance of Tone

Achieving Simplicity, clarity and precision

Use of words that do not discriminate

Communication

Matters


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ConvenienceReaders do not have same:

ability to understand the message

vocabulary knowledge of the subject

Mentality

Educational Background

THEREFORE -

KNOW YOUR AUDIENCE

Write in ReadersLanguage,Do not loose out on

Brevity


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How to do it

Visualize your readers

WHO they are How they THINK

what they know

their EDUCATION level

CULTURAL differences And more.

Then write for them

Know yourTarget Audience


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Use Familiar Words(use judgment to determine what words are familiar)

Avoid using Slang (like Yaar, Yada-Yada, Like, Chumma)

Use Clichs with caution

Choose Short Words

Use Technical Words and Acronyms with Caution (explain them ifrequired)

Use Concrete Language (specifics data numbers) Use Active Verbs

Avoid Overuse of Camouflaged Verbs

Select Verbs for Precise Meanings


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Weaker

Additionalcompensation

Eminently successfulbusinessperson

Stronger

Bonus

Tycoon


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Words having clear and correct meaning inthe readers mind.

Prefer short and familiar words.

Example:Do is preferred to Accomplish

Equal is preferred to Equivalent


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Technical Language

Covered employment

Cerebral vascularaccident

Annuity

Improved Version

A job covered by SocialSecurity

Little stroke

Contract that guaranteesan income for a specifiedperiod


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What do these abbreviations mean? NDA: National Defense Academy

WHO: World Health Organization

NSSO : National Sample Survey Organization

IHF: Indian Hockey Federation


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Prefer the concrete to the abstract Abstract We have found that this technique is successful

Concrete Our research shows that 87 percent of those using this

technique are successful

Prefer the Active Voice to the Passive Voice

Passive Your report was read by the president Active The president read your report


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Camouflaged Verb

Cancellation of theorder was made on the

12th.Elimination of the deficitwas brought about bythe change.

The management of thisoffice is conducted byMs. Brown.

Strong Verb

We canceled the orderon the 12th.

The change eliminatedthe deficit.

Ms. Brown managesthis office.


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Learn the specific meanings of other words. Fewer: smaller number of items Less: reduced value

Affect: to influence Effect: result


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Use Gender-Neutral pronouns Reword to eliminate the offending word

Make the reference plural

Substitute a neutral expression Avoid words with a masculine origin

Avoid words that lower ones status

Generally avoid words that stereotype


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written communication - ver 1.1

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