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written_communication VAIBHAV and aviral (1) (1).pptx

  2. 2. WRITING? One of the best methods to communicate In today’s ageof information and technology, writing has become alost art Writing isone of the oldest known forms of communication
  3. 3. GOALS &OBJECTIVES 1. Future reference 2. Record of evidence 3. Measurement of progress 4. Precedents 5. Avoiding mistakes 6. Effective decision-making 7. Organizational efficiency 8. Legal requirements
  4. 4. WHYWRITTEN COMMUNICATION? Creates apermanent record Allowsyou to store information for future reference Easily distributed Allrecipients receive the same information Necessary for legaland binding documentation
  5. 5. Writing skillsare specific abilities which help writers put their thoughts into words in a meaningful form and to mentally interact with the message. DEFINITION
  6. 6. WRITINGSKILLS? The abilityto write does not require a unique talent or an outstanding mental ability Everyone has the basic skillsnecessary to write well Abasic understanding of writing and a commitment to writing wellin all situations is needed as a professional
  7. 7. QUESTIONS A WRITER ASKS How do I begin? What ismy purpose? How do I make mypoint clear? How do I create alogical flow? How do I saywhat I mean? How do I avoid grammatical errors? How can I make mymessage brief? How can I create avisual effect?
  8. 8. Directives Forms News bulletin Proposals Agreements Handbook Pamphlets Brochures
  9. 9. THE WRITINGPROCESS Planning Writing Quality Control
  10. 10. Planning Keep objectives in mind and research the topic Think about the audience Outlining helps organize thoughts
  11. 11. Writing Follow your outline, use your handbook Inspiration isacceptable but must be carefully reviewed Use the interview approach to supplement the outline (who, what, where, when, how)
  12. 12. Quality Control Reread your work Becritical of your own work
  13. 13. CONSIDERATIONS WHILE WRITING Who? What? When? Why? Where? How?
  14. 14. GOOD WRITING Completeness: all information needed is provided Correctness: relevant and precise information Credibility: support your argument Clarity:should not be vague,confusing, ambiguous Conciseness: to the point Consideration: anticipate the reader’s reaction Vitality: use the activevoicerather than the passive voice
  15. 15. Effective Writing Skills DIFFERENT WRITINGSTYLES There are three types of writing styles: Colloquial Casual Formal
  16. 16. SOME DO'S AND DO NOTS  Be Specific: Just like a reporter, communicate the “who, what, where, why, when and how” of what needs to done. Stayobjective and specifi.  Avoid the Passive Voice: Instead of writing “ The program was planned by Dane,” write, “Dane planned the program”.  Be Concise: There’s no need to be long-winded. Get to the point. You’ll lose readers if you spout off too long!
  17. 17.  Get Things Right :Take great care when spelling people’s names,, and other specifics. And also make sure that you do acareful proof of your work.  Know When Formal Language isRequired: If you’re writing an informal note to group members, it’sfine to use contractions (“don’t” instead of “do not”).However, if you’rewriting for aformal audience, likeaproposal to the board of directors, be more formal with your language.  Read It Out Loud :One veryeffective wayto self-proof your work isto read it out loud. This willhelp you determine if you’veused incorrect words, if your sentences run on too long, if your tenses don’t match, and more.
  18. 18. BUSINESS DOCUMENTS Agood business document should always answer the following questions: What isthis document about? Whyhas it come to be? Who wrote it? How isit organized? What isit trying to accomplish? What supports the conclusion? What problem or opportunity does it address?
  19. 19. COMMON ETIQUETTES Focus on format. Ensuring connectivity. Structuring of the content. Tempering the content asper the levelof formalities. Steering clear of short form. Importance of grammar, spellingand punctuation. Sensitivity to the audience. Importance of creativity. Avoiding excessive use of jargon. Awareness of the audience /medium.
  20. 20. SPELLING AND GRAMMAR It isimportant in allbusiness communications to use propergrammarand correctspelling. What you write and how you write could reflect apositive or negative image. Sloppyand/or poorly written communications could be perceived asalackof caring.
  21. 21. SPELLING AND GRAMMAR TIPS Proofread communications before sending Use spell and grammar check if available Makesure to have subject, verb and tense agreement Ensure proper word usage: • Affect/Effect • Among/Between • Can/May • There/Their • Shall/Will • Than/Then
  22. 22. TYPES OFWRITING E-mails Letters and Memos Agendas Reports Promotional Material Academic Documents Research (scientific) manuscripts Circulars Notices
  23. 23. E-MAILS E-mail isfast, convenient and easy Email isnow 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 Messagescan be saved and retrieved easily
  25. 25. WATCHOUT!
  26. 26. E-MAILS Manyusers do not realize the potential outcome of what isbeing 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
  27. 27. LETTERSAND 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
  28. 28. LETTERSAND MEMOS Heading or Letterhead Date Inside address Salutation Subject line Body Closing and Signature Enclosures Allbusiness letters should include:
  29. 29. Reference No. Ref:T/23/19 Date 31st December,2010 Sender’s Address GMR Builders Inside Address Mr. G.Reddy, Ramco Tiles, New Delhi. Salutation Dear Sir, Body Text We are pleased……….. Closing ‘callto Action’ Yours Sincerely Signature Block Sd/- Enclosures Carbon Copy Encl: cc to: bcc:
  30. 30. COMPLIMENTARY CLOSE Dear Sir Dear Sirs Dear Madam Dear Sir/Madam Yours faithfully Or Yours truly Dear Ms. Kranthi Dear Mr. Kiran Dear Kalyan Yours sincerely Dear Customer Dear Reader Dear Subscriber Dear Shareholder Dear Member Yours sincerely
  31. 31. NAME ON THE LETTER HEAD Ref: no. : Reg/01/002 21st October,2010 Mr. Ramesh Debraj General Manager – Finance The School Book Depot Navi Mumbai – 400 707 Sub: Request for the rates Dear Mr.Debraj, We shall be reallypleased to establish business contacts with you for the purchase of some Publications of Maharashtra. Kindly send the price list available with you and the terms and conditions of the business at he earliest, so that we can immediately place the order. We look forward for your immediate positive action. Thanking you, Yours sincerely, Subhash Chandra G M– Marketing
  32. 32. LETTERS AND MEMOS Allbusiness memos should include: TO: (To whom is the memo directed?) FROM: (Who wrote the memo?) DATE: SUBJECT:
  33. 33. TYPES OF LETTERS AND MEMOS Letters of request Sales letters Response letters Cover letters, recommendations Letters of collection Letters to vendors and suppliers Memos that deal with employee issues Memos that make announcements Memos for policies and procedures
  34. 34. HAVE YOU HIT YOURTARGET? In written communication most confusion & frustration are caused byfailingto be specific Makeit clear, brief and concise
  35. 35. REPORTS Define the main point Define the goals and objectives Collect the evidence needed to support the main point Organize the report State the conclusions and recommendations
  36. 36. ORGANIZATION OF REPORTS Title Summary Introduction Materialsand methods Results and discussions Recommendations Executive Conclusions
  37. 37. COMMON ERRORS& TIPS Company name usage Shortened words (thru, condn, mgmt, ref, lib) Repetition of words Example: file the file in the file folder. Use of ampersand (&) Use of bold UPPER CASE
  38. 38. COMMON ERRORS& TIPS Punctuation Use commas to separate elements in aseries, and to separate ideas or clauses. Use correct punctuation in abbreviations; e.g., for example i.e.,that isetc., et cetera Do not use multiple punctuation marks, for example: !!! ... ???, etc. Punctuation of lists and tables
  39. 39. COMMON ERRORS& TIPS Hyphen and dash usage Confusion between its and it's Use of apostrophe Abbreviations and acronyms Use active voice Proofread for accuracy
  40. 40. 10COMMANDMENTS 1. Know what you want to saybefore you say it. 2. Keep it simple. 3. Use bullet points. 4. WIIFM (What's in It For Me?) 5. Don't get bogged down 6. Callto action 7. Edit 8. Spell check 9. Take 5 before hitting send 10. Follow up
  41. 41. FIRST IMPRESSIONS No matter what you are writing afew things can create anegative first impression about your intelligence and your levelof care: misspellings grammatical mistakes missed words messydelivery and incomplete work.
  42. 42. CONCLUSIONS Utilize full potential of written communication Use frequent e-mailsasper your requirement What you write willultimately define you asa professional to your colleaguesand superiors Match the appropriate communication method to the recipient Eliminating excessive or unnecessary communication willimprove your workflow Mastering these skillswillimprove your ability and enhance your career
  43. 43. THANK YOU Effective Writing Skills