Fundamental of writing communication session 7 8
- 1. Fundamentals of Business Writing DEVELOPING WRITTEN COMMUNICATION SKILL To become successful in any endeavor, one should master the skill One's excellence in writing skill determines the chances of influencing people, winning friends and gaining business. On the other hand poor writing means failure. One may be highly intelligent and wise, but his inability to express his intellect and wisdom takes away much of his credit. Written message, whether on letter, report, memo, etc. conveys a lot about the writer's personality.
- 2. Writing Skill Writing like any art or craft is an inner urge which springs from the inner most feelings. The persons who are more sensitive and profound thinkers can write with greater depth and breadth. Clean and audible writing is a bridge between the minds of the writer and the reader..
- 3. Essentials of good Business Writing Business writing should possess the 7Cs of communication : candid, clear; complete, concise, concrete, correct and courteous. Principles: 1. unity 2. emphasis 3. completeness 4. conciseness 5. clarity 6. sequencing 7. accuracy 8. readibility, etc.
- 4. (1) Unity The written message should contain unified sentences and unified paragraphs. Each single sentence should contain a single idea - clearly and directly expressed. Not only each sentence, but also each paragraph should be unified. It should stress only on one central idea.
- 5. (2) Emphasis Thoughts of higher value or greater importance should be placed in the most prominent position. Graphs, charts, audio-visual, statistics, etc. should be used at proper place to attract the reader towards the main idea of the message.
- 6. (3) Completeness Incomplete message brings misunderstanding and misinterpretations, lead to further queries which result in wastage of time and resources, and irritate the reader. It should contain all relevant details with comprehensive coverage of the subject matter.
- 7. (4)Clarity It means conveying the message free from ambiguities and confusion. For this the writer should think clearly and in logical sequence. After establishing the logical sequence of thought with marshaled arguments, he should try to express it in concrete and commonly used words.
- 8. (5) Conciseness Message should convey the message in fewest possible words without sacrificing the completeness and clarity of the message. It is prerequisite to retain the attention of the reader as well as to save his time in reading. Aimless and unnecessary details distract the reader's attention and consequently reduce the effectiveness of the communication. Therefore the written message should clarify the meaning in minimum possible words, include only relevant facts and avoid needless repetition of the same ideas and roundabout expression.
- 9. (6) Accuracy Reporting of inaccurate facts and figures can mislead the reader and consequently can result in wrong decisions. Wrong spellings, faulty grammar, poor sentence construction, etc. distract the attention of reader and sometimes confuse him.
- 10. STEPS IN EFFECTIVE WRITING Any writing whether business or personal can be divided into 3 stages or steps : Step: 1 Pre-writing Step: 2 Free-writing Step : 3 Re-writing
- 11. Step: 1 Pre-writing Pre-writing stage involves planning and collection or literature to be searched. Planning Before writing any report, letter, memo, etc decide about the following. (a) The purpose of written message. (b) The person to whom it is written. (c) The scope of the subject: the message to be conveyed. (d) The desired response expected from the reader.
- 12. a) The purpose of writing may be enquiring about information supplying information about product (or idea) or situation, requesting for certain things, etc. b) The knowledge of reader's level of understanding and his motivation is a must for effectiveness of the message. For this, the writer should put himself as much as he can in the place and perspective of the reader. Only then he can better tailor the message to fit the level, interest and needs of the reader. c) The scope of the subject refers to the message the writer wants to Convey. Clear definition and demarcation of the conveyable materials are imperative for avoiding overloaded and misleading message. d) Business letters, reports or other written communication are not Written just for the sake of writing. They have certain objective. They are aimed at expected results, measurable in terms of reader's response. Step: 1 Pre-writing
- 13. Collection of information After planning, gather the information for supporting and substantiating the written statement. This information is mostly through one's own experience, education and expertise, Public libraries, industrial directories, interviews with experts, etc. can contribute to the funds of knowledge required for written message.
- 14. STEP 2 : FREE-WRITING Never expect the first draft be the final draft. Review a lot before the first draft. Organize and outline the matter in logical sequences and steps. Start writing in the way you feel easy and convenient . But before writing:- (a) Feel at ease, free from inner trouble and turmoil. (b) Gather your mental strength. (c) Concentrate and contemplate on the matter for the purpose of bringing thoughts from the. crust to the surface of the mind.
- 15. STAGE 3 : RE-WRITING It is the review and revision of the first draft :- U se the words the reader will understand. Replace the long sentences and words with short and simple sentences. Favour active verbs over passive. It does not imply that passive verbs cannot be used; but avoid their over use. M essage should be logical and well-knit. correct your grammar, spelling and punctuation errors. Check the tone, the emotional content of your message: formal, humorous, positive or negative tone.
- 16. Adaptation & Selection of Words By adaptation we mean fitting the message to the specific reader. Obviously, readers do not all have the same ability to understand a message. They do not all have the same vocabulary, the same knowledge of the subject, or the same mentality. Thus, to communicate clearly you first should know the person with whom you wish to communicate. You should form your message to fit that person's mind. This approach not only helps you communicate but also is the basis of good business etiquette.
- 17. Visualizing the Reader In adapting your message, you begin by visualizing your reader. That is, you form a mental picture of what he or she is like. You imagine what the reader knows about the subject, what his or her educational level is, and how he or she thinks. In general, you consider whatever you believe could have some effect on your reader's understanding of your message. With this in mind, you form the message. Technique of Adapting In many business situations, adapting to your reader means writing on a level lower than the one you would normally use. For example, you will sometimes need to com足municate with people whose educational level is below your own. Or you may need to communicate with people of your educational level who simply do not know much about the subject of your message. To illustrate, assume that you need to write a message to a group of less-educated workers. You know that their vocabularies are limited. If you are to reach them, you will have to use simple words. If you do not, you will not communicate. On the other hand, if you had to write the same message to a group of highly educated people, you would have a wider choice of words. These people have larger vocabularies than the
- 18. Selection of Words A major part of adaptation is selecting the right words. These are the words that com足municate best-that have correct and clear meanings in the reader's mind. Selecting the right words depends on your ability to use language, your knowledge of the reader, and your good judgment. Few hard-and-fast rules apply. Still, you should keep in mind the suggestions presented in the following paragraphs. As you review them, remember that you must use them with good judgment. You must consider them in light of the need to adapt the message to your reader or readers. As you will see, most of the suggestions support simplicity in writing. This approach is justified by three good reasons (1) many people tend to write at a difficult level; (2) the writer usually knows the subject better than the reader; & (3) the results of research support simplicity.
- 19. The first is that many of us tend to write at too difficult a level. Instead of being ourselves, we change character when we write. Rather than being friendly, normal people, we become cold and stiff. We work to use big words and complex structures. Winston Churchill referred to this tendency when he made his classic remark: "Little men use big words; big men use little words." We would do well to follow the example of this big man. The second reason for simplicity is that the writer usually knows the subject of the message better than the reader. Thus, the two are not equally equipped to communi足cate on the matter. If the writer does not work at reducing the message to the reader's level, communication will be difficult. The third reason for simplicity is that convincing research supports it. According to the readability research of such experts as Gunning, Dale, Chall, and Flesch, writing slightly below the reader's level of understanding communicates best.
- 20. Techniques for Clear Sentences & Paragraphs 1. Use Familiar Words 2. Use Short Sentences 3. Use Technical Words with Caution 4. Use Concrete Language 5. Use Active Voice
- 21. 1. Use Familiar Words Unfamiliar Words This machine has a tendency to develop excessive and unpleasant audio symptoms when operating at elevated temperatures. Ms. Smith's idiosyncrasies supply adequate justification for terminating her employment status. This antiquated mechanism is ineffectual for an accelerated assembly-line operation. Company operations for the preceding accounting period terminated with a substantial deficit. Familiar Words This machine tends to get noisy when it runs hot. Ms. Smith's peculiar ways justify firing her. This old robot will not work on a fast assembly line. The company lost much money last year.
- 22. 2. Use Short Sentences Long Sentences The decision was predicated on the assumption that an abundance of monetary funds was forthcoming. They acceded to the proposition to terminate business. During the preceding year the company operated at a financial deficit. Prior to accelerating productive operation, the supervisor inspected the machinery. Definitive action was effected subsequent to the reporting date. The unanimity of current forecasts is not incontrovertible evidence of an impending business acceleration. This antiquated merchandising strategy is ineffectual in contemporary business Short Sentences The decision was based on the belief that there would be more money. They agreed to quit business. Last year the company lost money. Before speeding up production, the supervisor inspected the machinery. Final action was taken after the reporting date. Agreement of the forecasts is not proof that business will get better. This old sales strategy will not work in today's business.
- 23. 3. Use Technical Words with Caution Every field of business--accounting, information systems, finance-has its technical language. This language can be so complex that in some cases specialized dictionar足ies are compiled. Such dictionaries exist for computers, law, finance, and other busi足ness specialties. There are even dictionaries for subareas such as databases, ecom足merce, and real estate. As you work in your chosen field, you will learn its technical words and acronyms. In time you will use these terms freely in communicating with people in your field. This is as it should be, for such terms are useful. Frequently, one such word will com足municate a concept that would otherwise take dozens of words to describe. A problem comes about, however, when you use technical terms with people out足side your field. Because these words are everyday words to you, you tend to forget that not everyone knows them. The result is miscommunication. You can avoid such mis足communication by using technical words with extreme caution. Use them only when your readers know them.
- 24. 4. Use Concrete Language Abstract A significant loss Good attendance record The leading company The majority In the near future A labor-saving robot Substantial amount Concrete A 53 percent loss 100 percent attendance record First among 3,212 competitors 62 percent By noon Thursday Does the work of seven workers $3,517,000
- 25. 5. Use Active Voice Passive The results were reported in our July 9 letter. This policy has been supported by our union. The new process is believed to be superior by the investigators. The policy was enforced by the committee. The office will be inspected by Mr. Hall. A gain of 30.1 percent was reported for hardware sales. It is desired by the director that this problem be brought before the board. Active We reported the results in our July 9 letter. Our union supported this policy. The investigators believe that the new process is superior. The committee enforced the policy. Mr. Hall will inspect the office. Hardware sales gained 30.1 percent. The director desires that the secretary bring this problem before the board.
- 26. The suggestion that active voice be preferred does not mean passive voice is incor足rect or you should never use it. Passive voice is correct, and it has a place. The problem is that many writers tend to overuse it, especially in report writing. Writing is more interesting and communicates better when it uses active voice. Your decision on whether to use active or passive voice is not simply a matter of choice. Sometimes passive voice is preferable. For example, when identifying the doer of the action is unimportant to the message, passive voice properly de-emphasizes the doer. Passive voice may enable you to avoid accusing your reader of an action: The damage was caused by exposing the material to sunlight. The color desired was not specified in your order. Passive voice also may be preferable when the performer is unknown, as in these examples: During the past year, the equipment has been sabotaged seven times. Anonymous complaints have been received Yet another situation in which passive voice may be preferable is one in which the writer does not want to name the performer: The interviews were conducted on weekdays between noon and 6 pm. Two complaints have been made about you . In other instances, passive voice is preferable for reasons of style.