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Introduction It reveals ones ability to think clearly and to
use language effectively
Communication reaches out across vastgeographical areas and targets.
Businesses mainly rely on records and
written documents.
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Importance of skills in written
communication It requires set skills to write simply, clearly,
accurately and brief ly.
Should check the grammar, punctuationand spelling
Should have clarity, simplicity and
directness of style.
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Written communication in business covers:
Downward communication: Memos, circularsetc..
Upward communication: Complaints,suggestions etc..
Outward communication: Deeds, legal
contracts etc..;Written communication needs a lot of imagination
and effort to arrive at finished product.
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Nature of written communication: Most formal type of communication.
Used for documentation of records.
Used for circulation of formal information. Follow rules of grammar.
Presence of sender and receiver not necessary.
A creative activity. Time consuming.
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Advantages:
Permanent record.
Easy to understand. Less prone to errors.
Wide access
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Disadvantages:
Involve time.
Not suitable for illiterates. Involves more formalities.
Immediate feedback not possible.
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Purpose of WritingThe purpose of communication is to
Inform
Persuade
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Writing to inform
Informative writingWriter seeks to give information or explains it
Expository writing
Focus subject
Ideas, facts and information and not opinions
Objectivity
Checklist
Does it focus on the subject under discussion Does it primarily inform rather than persuade
Does it offer complete and exact information
Can the information be ascertained
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Writing to persuade Persuasive writingAims at convincing the reader
Debatable
Expresses opinions rather than facts
Argumentative writing
Focus- reader
Check list
Does it focus on the reader? Does it basically seek to convince?
Does it support its view point by giving information or validreasons?
Does it finally evoke the intended response from the reader?
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COMMUNICATION
CLARITY IN WRITING FOR BUSINESS
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Pre-requisites for clarity in writing
Knowledge of language
Cultivating clear,concise style of writing
Clear with the message
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Use of common words
Never send the reader to the dictionary.
No abstract & technical terms.
Use concrete words with definite
meaning. No jargon. Ex:
Profit instead of Bottomline,
Try instead of Endeavor.
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Short & simple sentences
Long sentences are confussing
Avoid unnecessary phrases
Each bit of information/idea must be given seperatesentence
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Proper punctuation
Use pauses and stops for better clarity.
Breaks up words into sensible units.
Semi colon and comma help break up
sentences into readable units.
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Logical sequence & brevity
Properly planned message ensure that the ideas are
in logical order.
Logical connection of ideas makes any compositioneasy to read.
Avoid unnecessary details instead be direct inapproach.
Power of the message to motivate necessary action.
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PRINCIPLES OF EFFECTIVEWRITING
Accuracy.
Brevity.
Clarity.
Language, tone and level of formality.
Youattitude
Natural language Active voice
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Accuracy
Correctness of words
Technical accuracy of Language
- Concord- Dangling modifier
- Unnecessary shift in tenses
- Prepositions
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Concord
Rule of concordIn a sentence the verbmust agree in number and person with its
subject.
The subject of a sentence is either singularor plural, and this determines the verbs
ending.
Ex: She comes from Jaipur.They comes from Jaipur.
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Dangling modifier
The modifier does not logically and sensibly refer to
the subject of the main clause.
Ex: Mary having completed the homework,
switched on the radio. Having completed the homework, switched on the
radio.
Ex: Expecting a large crowd, extra chairs were
ordered.
Expecting a large crowd, the management
provided extra chairs
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Unnecessary shift in tenses
Ex: He usually makes sensible movesalthough he often changed his mind.
Tense should be consistent within the
sentence and from sentence to sentencewithin the paragraph.
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Prepositions Wrong prepositions change the meaning of the
statement.
Ex: She has a strong feeling towards us
She has a strong feeling against us
Expression of time
Ex: She will come back after an hour
She came back after an hour
Ex: I go to temple on everyday I go to temple everyday
(prepositions are not needed if the point of time isqualified by an adjective)
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Prepositions
Expression of place
In- used before the names of large places
such as capital cities, countries and states.
Ex: I live in Bangalore
At- used before villages and smaller town.
Ex: My friend lives at Hassan.
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Brevity Brevity lies in saying only what needs to be said and
leaving out unnecessary words or details.
Brevity is not to be achieved at the cost of clarity.
Avoid wordiness
Ex: The vast majority of farmers in India are poorin a greater or lesser degreeMost Indian farmers are quite poor.
Develop logical paragraphs. One idea per paragraph
Control paragraph length.Adopt sub paragraphs if too long
Appropriate opening and close. To get desired results
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Language and tone
Standard English : The most commonly usedand accepted words and the language of the
educated people
It should follow rules of grammar,punctuation, spelling, paragraph forming
Tone : Refers to feelings created by words
used to communicate a message.
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Levels of formality
Informal: Used for social or personalcommunications. It may use colloquialism,slang and regional words.
Semi-formal : It is leveled somewhere betweeninformal and too academic. Avoid using words that underline the negative aspects
Write with cool frame of mind
Focus on positive, project the neutral rather than the negative view point .
Strictly formal : It is scholarly and it useswords which are more academic and literacy innature.
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You -attitude
It refers to the readers point of view
You should try to convey your understanding of
the readers position.
Present the information by visualizing how itwill affect the feelings of the reader.
Authors emphasis:I congratulate you on successfully accomplishing the task
Readers emphasis: Congratulations on successfully accomplishing the task.
Authors emphasis: To reduce office work and save our time, we are
introducing a new system of registration for you
Readers emphasis: To facilitate your registration, we are changing the system
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Natural language
We should keep the message brief
Do not use old fashioned words
Letters and memos should be written in the
language of everyday speech.
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Choose active voice
In a sentence subject is the main thing. It is thedoer of an action
There are two part of the sentence subject and
predicate Subject is that about which something is said; the
predicate is whatever is said about the subject.
Active : Style describes the products look and feel
to the buyer
Passive : The products look and feel are described
to the buyer by style.
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Clarity
Use formal English & avoid slang.
Prefer positive, natural Language.
Use concise, specific, concrete Language.
Use short sentences and avoid meandering long
sentences.
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Conciseness & Correctness
Must be correct in terms of spellings,grammer,punctuation and use of Language.
Use correct prepositions i.e in,on,to,at etc and
avoid unnecessary shift in tenses. Length is discouraged conciseness is encouraged
Shorter words are generally more familiar and
hence understood easily .
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3x3 WRITING PROCESS FOR
BUSINESS COMMUNICATION
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The basics of business writing
To prepare business messages and oralpresentation, you may have to consider thefollowing:
Business messages serve the following 3goals:
i. Purposeful.
ii. Economical / Concise.
iii. Reader Oriented. (Audience)
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Purposeful:Business writing aims at EXPRESSING and notat IMPRESSING. Here you will be trying to putforth your ideas in a simple but effective way andnot exhibit your powerful vocabulary or
extensive knowledge. Hence every message youprepare will have a static purpose.
Business Messages serve the following Purpose:
Provide information.
Solve a problem.
Persuade / Change Behavior.
Requests resources necessary to accomplish
a goal.
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Economical/Concise
Business messages present perfectinformation and there is nodeviation from the subject.
Messages are short, clear andefficient hence respects everyones
time.
Length is discouraged, concisenessis encouraged.
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Audience/ReaderOriented:
Business messages,Helps understand an issue.
Ask them to collaborate on
accomplishing a goal.Persuade them to take some action.
Hence every message prepared,
Must consider the audiencesbackground.
Take audiences point of view into
account.
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The 3 x 3 writing process basically made of 3phases:
PHASE1 PHASE2 PHASE31. Analyze 1. Research 1. Revise
2. Anticipate 2. Organize 2. Proofread
3. Adapt 3. Compose 3. Evaluate
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Analyze
Identify your purpose
Selecting the best channel
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Anticipating the audience
Visualize your audience
Discover what kind of language isappropriate
Analyze whether your tone should beformal or informal
Identify whether the receiver is neutral,positive or negative to determine how toorganize the message.
Adapting to the task and
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Adapting to the task andaudience
Creating your message that suits your audience
Tone reflects how a receiver feels upon reading themessage
For ex:You must return the form by 5pm
Would you please return the form by 5pm
Cultivate a you attitude and avoid gender, racial,age bias
Be courteous by using familiar and precise words
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The writing process may be viewed as comprising ofthree distinct phases.
1. Pre-writing / planning .
2. Writing.3. Completing.
Each phase is further divided into THREE majoractivities.
The 3 x 3 process provides the writer with a systematicplan for developing all business communication fromsimple memos and informational reports to corporateproposals and oral presentations.
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Pre writing
This prepares you to write involves :
Analyzing, Anticipating and Adapting
Analyzing:
Study / Clarify the purpose of your communication.
Ex: Letter to a department store as a manufacturer ofJeans
Analyze the audience / customer so that the
message can be written to meet their needs, andexpectations.
Analyze what medium is best needed in terms ofurgency and cost.
Ex. E-mail, memo, letter, report, phone.,
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Anticipate:Empathize and gather the information
that will inform, persuade or motivate theaudience.
Adapt:
The message by selecting the channeland medium to suit both audience /customer and your needs.
Finally, establish a good relationship withyour audience / customer.
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2. Writing
This involves researching, organizing andthen composing the messages.
Researching:Through research / study or survey satisfy your
audiences.
Organizing:
Organize your information / ideas into a loose
outline. Decide on a strategy for revealing your
information most effectively.
Begin composing your first draft.
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Composing: In composing thoughts are committed to words to
write first draft.
Control your style through appropriate degree offormality depending on target audience.
Blend it with suitable conversational tone based onsituation.
Choose your words carefully & create effectivesentences and paragraphs.
Select illustration, details, annexure / catalogs,price list etc., to support your main idea.
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Phase 3
Completing:This involves revising, proofread andevaluating.
Revise and rewrite until the message comes across
clarity concisely and effectively. Proof-read carefully to ensure correct spelling,
grammar, punctuation, and format / layout.
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Phase 1 requires 25% time: Worrying &Planning .
Phase 2 requires 25% time: Writing
Phase 3 requires 50% time: Revising 45% &Proof reading 5%.
Good writers spend most of their time inrevising.
The 3 x 3 writing process is not a rigidstructure.