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A sample presentation on Effective Writing Skills by MMM Training Solutions. To know more please visit http://www.mmmts.com/business_writing.htm

A sample presentation on Effective Writing Skills by MMM Training Solutions. To know more please visit http://www.mmmts.com/business_writing.htm

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Transcript

  • 1. EFFECTIVE WRITING SKILLS Ways to write dynamic messages
  • 2. Features of Business Writing: – Should be terse, clear and to the point – Language has to be effective – Rules are the same everywhere – Each country has own set of norms about written or spoken communication – North American business desires written form EFFECTIVE WRITING
  • 3. • Basic Rules 1. Getting to the point a. Being Concise b. Paragraphing c. Use of Lists d. Framing Effective Questions 2. Use of Non–Discriminatory Language 3. Punctuation, Grammar and Spelling 4. Tone a. Choosing the Right Tone b. Conversational Tone Rules of Effective Writing
  • 4. • Being Concise – Use of short sentences – Start document with purpose – Creation of ‘single screen view’ messages – Elimination of unnecessary words • E.g.. “Avoid bad miscommunication in email writing.” (the word ‘bad’ is a modifier which is used unnecessarily) – Use lesser number of words Getting to the Point
  • 5. Paragraphing: – Short Sentences – Short Paragraphs (2 to 5 sentences) • Creates “white space” • Quicker to read • Engages the reader – Opening Paragraph • Five “Ws” - “Who?”, “What?”, “When?”, “Where?”, & “Why?” Getting to the Point
  • 6. • Benefits of using lists: – Writer organizes thoughts – Reader sees main points – Important points are not overlooked • Formatting a list: – Use numbers or bullets – Items should be parallel – Capitalize the first word of each point – Be consistent with punctuation Use of Lists
  • 7. • Spacing of a list: – Double spacing makes reading easier – Double spacing takes more valuable screen space – Single spacing does not enhance the list – Single spacing takes less room Use of Lists
  • 8. • Nondiscriminatory language is language that treats all people equally • Use language that is free of religious, age and sexual bias • Nondiscriminatory language can come between you and your reader Use of non-discriminatory language
  • 9. • Use ‘Spell Check’ function • Always Proof Read document Methods to Avoid Errors
  • 10. • How can I make sure my messages have the appropriate tone? • Ask the following questions: – Why am I writing this document? – Who am I writing to and what do I want them to understand? – What kind of tone should I use? Tone
  • 11. What kind of tone should I use with a negative message? • When addressing faults or issues concerning an individual, maintain a professional tone that does not attack the individual but that makes your position on the issue clear. • Example: • Incorrect: I do not understand why you made such discriminatory remarks. Correct: Discriminatory remarks are not tolerated in this organization. Tone
  • 12. MMM TRAINING SOLUTIONS Landline: +91-44-42317735 Cell: +91 9677044366 Cell: +91 9677040908 Email: administration@mmmts.com Website: www.mmmts.com Contact Information Pramila Mathew  CEO and Executive Coach Pramila Mathew  CEO and Executive Coach Vikas V. Vice-President Training Vikas V. Vice-President Training