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Session- 7

Topics:

Developing logical paragraphs

Writing concise message

Writing tone and readability

Facilitator- Dr Sanjay Shrivastava

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T. S. Eliot:Some editors are failed writers, but so are most

writers.David HareThe act of writing is the act of discovering whatyou believe.

Robert Bresson, French film maker

The most ordinary word when put into the rightplace, suddenly acquires brilliance. This is the

brilliance with which your images must shine.

Nathaniel Hawthorne

Easy reading is damn hard writing.

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"Developing excellent communication skills is absolutelyessential to effective leadership. The leader must beable to share knowledge and ideas to transmit a senseof urgency and enthusiasm to others. If a leader can't

get a message across clearly and motivate others toact on it, then having a message doesn't even matter."

Gilbert AmelioPresident and CEO of National Semiconductor Corp.

Those who write clearly have readers, those who writeobscurely have commentators.

Albert Camus

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Developing logical paragraphs A paragraph is a group of sentences focusing

on one main idea.

The main idea is often identified often in thefirst sentence of the paragraph

This is known as the topic sentence

The body of the paragraph supports the mainidea by giving more information

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Stephen Leacock:

Writing is no trouble: you just jot down ideas asthey occur to you. The jotting is simplicity itself -

it is the occurring which is difficult

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Keep paragraph coherent:

A coherent paragraph weaves sentencestogether so that the discussion is integrated.The reader gets the intended meaning

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Writing concise messages

Message should be simple, lucid and direct

It takes less time

It saves space

It saves time of the reader

Focused expression

Suggests pinpointed problem Encourages fast action

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Writing tone and readabilityIf the overall writing is plain ,tone will be

better

Tone in writing refers to the writers attitudeTowards both the reader and the subject of he

message. The overall tone of your writtenmessage affects your reader just as your tone

of voice affects your listeners in everydayexchanges.

You also want to ensure the appropriateness ofthe overall tone of your electronic messages.

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The business writer should strive for anoverall tone that is confident, courteous

and sincere That uses emphasis and subordination

appropriately

That contains nondiscriminatory language

That stresses the you attitude

That is enhanced by effective decision

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Write confidently

Use a courteous tone

Use sincere tone Use appropriate emphasis and

subordination

Design your document for readability

Keep it simple Format paragraphscorrectly

Emphasize words and ideas appropriately

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Write confidently:

Your message should convey the confident attitudethat you have done a competent job of

communicatingYour reader will do as you ask or will accept your

decision

If you believe that your explanation is complete,

your request is reasonable and your decision isbased on sound logic, you are likely to write withconfidence

Such confidence has pursuasive effect on your

audience

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Avoid using language that makes you sound unsureof yourself

Ex.-

Not: If you would like to take the advantage of thisoffer, call our toll-free number.

But: To take advantage of this offer, call our toll

free number.Not: I hope that you will agree that my

qualification match your job needs

But: My qualification match your job needs in the

following respects

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Use a courteous and sincere tone

A tone of courtesy and sincerity builds goodwill foryou and your organization

It increases the likelihood that your message willachieve its objective

Not: Companies like our cannot survive unless our

customers pay their bills on timeBut:By paying your bill before May 30, you will

maintain your excellent credit history with ourfirm

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Use nondiscriminatory language

Nondiscriminatory language treats everyoneequally, making no unwarranted assumptionabout any group of people

Using nondiscriminatory language is smartbusiness

Chairman- Chairperson

Salesman- Sales representative

Best man for the job- Best person...

Manmade- Artificial, manufactured

Manpower- hr, personnel

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Stress the you attitude

Generally everyone of us want to know what isfor us in offers

How the product will benefit you

Your conscious or unconscious reaction iswhat's in it for me?

The you attitude emphasizes what the receiverwants to know

It requires developing empathy

It is the ability to project yourself into another'spersons position

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To understand customer's situation,feeling, motives and needs

You attitude focuses on receiver's benefitEx.-

Not: I am shipping your order by Friday

But: Your order should arrive by FridayNot: We will be open on Sundays

But: You will be able to shop on Sundays

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Design your documents for readability

Keep it simple

Use top, bottom and side margins as youroverall design to invite readers

Select a suitable line length

Font size

Font style

Justification

Formatting paragraph

Emphasize words and paragraphs

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Line spacing in paragraph

Use bold

Use italics Use underline

Use color

Use colored words

Use suitable colored backgrounds

Use comma, -'single'- double invertedcomma

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Use numbered lists when order isimportant

Use bulleted lists when point is important

Use graphics only when they help your

report objectives