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Written communication by Nitin Kirloskar
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Written communication by Nitin Kirloskar

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It is important to make our communications clear, neat & easy to understand. Written communication plays a major role in disseminating information, instructions or directions. Here is a presentation ...

It is important to make our communications clear, neat & easy to understand. Written communication plays a major role in disseminating information, instructions or directions. Here is a presentation explaining the important of written communication in personal & professional life of an individual

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  • * If any of these issues caused a schedule delay or need to be discussed further, include details in next slide.
  • * If any of these issues caused a schedule delay or need to be discussed further, include details in next slide.
  • * If any of these issues caused a schedule delay or need to be discussed further, include details in next slide.
  • * If any of these issues caused a schedule delay or need to be discussed further, include details in next slide.
  • * If any of these issues caused a schedule delay or need to be discussed further, include details in next slide.
  • * If any of these issues caused a schedule delay or need to be discussed further, include details in next slide.
  • * If any of these issues caused a schedule delay or need to be discussed further, include details in next slide.
  • * If any of these issues caused a schedule delay or need to be discussed further, include details in next slide.
  • * If any of these issues caused a schedule delay or need to be discussed further, include details in next slide.
  • * If any of these issues caused a schedule delay or need to be discussed further, include details in next slide.
  • * If any of these issues caused a schedule delay or need to be discussed further, include details in next slide.
  • Prepare slides for the appendix in the event that more details or supplemental slides are needed. The appendix is also useful if the presentation is distributed later.

Written communication by Nitin Kirloskar Written communication by Nitin Kirloskar Presentation Transcript

  • Written Communication By: Nitin Kirloskar 24th January 2012
  • Agenda • What is communication all about? • Why written communication is important? • How do we improve it?
  • What is communication? • Communication is “sharing of ideas or feelings with others.” o Communication takes places when one person transmits information and understanding to another person. o There is a communication when you respond or listen to someone. o Movements of lips, the wave of hands or the wink of an eye may convey more meaning than even written or spoken words.
  • Basic elements of communication o Communicator: It is the sender, speaker, issuer or writer, who sends out a message . o Communicatee: It is the receiver of the message for whom the communication is meant. The basic elements of communication process include: o Message: This is also known as the subject matter of this process, i.e., the content of the letter, speech, order, information, ide a, or suggestion
  • Basic elements of communication o Communication channel: It is the media through which the sender passes the information o Feedback: This is essential to make communication, a successful one. It is the effect, reply or reaction of the information transmitted to the communicatee
  • Characteristics of Effective Communication o Clearness and integrity of message to be conveyed. o Adequate briefing of the recipient. o Accurate plan of objectives. o Reliability and uniformity of the message. o To know the main purpose of the message.
  • o Proper response or feedback. o Correct timing. o Use of proper medium to convey the message properly. o Use of informal communication. Characteristics of Effective Communication
  • Guidelines to make communication effective: o Try to simplify your thoughts before communicating your message. o Analyze the intent of each and every message. o Discuss with others, where appropriate, in planning communication. o Be careful while communicating, of the overtone as well as basic content of your message.
  • o Take the opportunity to suggest something of help or value of the receiver. o Follow-up your communication. o Prepare yourself for transmitting the message in a proper way. o Be sure your actions support your communication. o Seek not only to be understood but understand. Guidelines to make communication effective:
  • Communication Barriers: • A communication is a two-way process. Distance matters ! • Personal factors include: o Difference in judgment o Social values o Inferiority complex o Bias attitude o Time pressure o Communication inability
  • Written Communication: • Communication through words may be in writing or oral. • Written communication entails transmission of message in black and white. • It mainly consists of diagrams, pictures, graphs, etc. • Reports, policies, rules, orders, instructio ns, agreements, etc have to be conveyed in written form for proper functioning of the organization.
  • • Written communication guarantees that everyone concerned has the same information. • It provides a long-lasting record of communication for future. • Written instructions are essential when the action called for is crucial and complex. • To be effectual, written communication should be understandable, brief, truthful and comprehensive. Written Communication:
  • Merits of written communication • It ensures transmission of information in uniform manner. • It provides a permanent record of communication for future reference. • It is more precise and explicit. • It is an idealistic way of conveying long messages.
  • Merits of written communication • It ensures little risk of unauthorized alteration in the message. • It tends to be comprehensive, obvious and accurate. • It is well suited to express messages to a large number of persons at the same time.
  • Merits of written communication • It assists in proper delegation of responsibilities. While in case of oral communication, it is impossible to fix and delegate responsibilities on the grounds of speech as it can be taken back by the speaker or he may refuse to acknowledge. • It can be quoted as legal evidence in case of any disputes.
  • Demerits of written communication • It is costly and time consuming.
It becomes difficult to maintain privacy about written communication. • It is rigid and doesn’t provide any scope for making changes for inaccuracies that might have crept in. • Feedback is not immediate. The encoding and sending of message takes time.
  • Demerits of written communication • It is very formal and lacks personal touch. • It boosts red-tapism and involves so many formalities. • It may be represented in a different way by different people. • Effective written communication requires great skills and competencies in language and vocabulary use. Poor writing skills and quality have a negative impact on organization’s reputation.
  • Some useful tips • Avoid being verbose: Choose shorter words and sentences. For e.g. “I wanted to bring to your notice that the meeting has been cancelled”. [10 words] This sentence could be rephrased as “Please note the meeting has been cancelled”. [7 words]
  • • Use objective subject lines: The subject of the memo / letter / e- mail should be objective and should reflect the content of the message. For e.g. “Tips on Effective Writing for Business” conveys to the reader that the message content will be related to information on effective writing. Some useful tips
  • • Decide your audience: It is advisable to write to one set of audience as writing to different professionals would require choosing correct verbiage which is understood by different professionals in the same way. Also, do not use words which are very technical and can be understood only by a specific audience. Some useful tips
  • • Request for action: Never leave the reader guessing “what next ?” He or she should know what is expected out of him / her. Close your mail / letter with the action you are expecting the reader to take. Some useful tips
  • • Share companywide messages with a strategy: Do not overload people with a lot of text heavy mails. Divide the message. For e.g. If a company has set up a videoconference room, the Corporate communication Team should sent out: a) The first message announcing the launch, b) The second message on how to use the equipment, and c) The third message on how to block the conference room for client meetings and calls. Some useful tips
  • • Logically format a document: Ensure that the content in the message is linked to the subject and to the content below and above it. There should be a logical connection in various paragraphs included in the document. Some useful tips
  • • Be Persuasive: Address one reader rather than many as it increases the focus and also creates accountability of the reader Some useful tips
  • • Engage the audience: Talk to the audience. For e.g. Rather than saying, “There will be two ways for calculating the cost.” The sender of the message could say, “Financial Analysts can choose one of two procedures to calculate the cost” Some useful tips
  • • Check before you send: Always proofread the mail / memo / document that is to be sent. Remember the first draft is not always the final draft. Do not only check for content, but also, check for formatting, subject lines, audience, and attachments. Some useful tips
  • • Execute with confidence: Do not be fearful while sending the communication. If a reminder needs to be sent, it should be sent. Do not try to send it to a group, rather send it to those who haven’t sent the reports so far. For e.g. In case you are following up on a report you asked for, address the audience as “Thank You X, Y, Z for sending the reports. We are still awaiting reports from A, B, and C. Request you to send them latest by 4:00 PM today.” Some useful tips
  • And now let me say it in writing…