WRITING SKILLIt is ability to convey ideas and feelingsas written material from one person toanother person in the most effectivemanner.
GOOD WRITING..Good writing skill is one ofthe keys of a manager’ssuccess.
WHEN DO WE WRITE…Written communication is essentialwhen: Permanent record is required. The information is to be circulated. Topic requires detailed explanation. The audience is widespread or large.
WHAT WE WRITE… Letters Memos Reports Proposals Agendas Minutes of meetings
REMEMBER THAT.. Writing an effective BusinessLetters, ranks among the topcommunicative abilities of amanager. In your absence your letterrepresentsYOU !
THINKING & WRITING.. Think before you writeandAlways write what you think Clear writing meansClear thinking Saying what we mean and meaning what we saymust be in harmony for good communication.
THE ABC OF GOOD WRITING ‘A’ for Accuracy,Appropriateness, Attentivenessto audience, ‘B’ for Brevity, Brightness. ‘C’ for Clarity.
GOOD CHEFS ARE NOT BORN There is no mystery to good writing-it is a skill you can learn. The more you write the more fluentyour writing will be.Therefore…Write more..Read more..Put your work to others..
GETTING IT IMPROVED… Get your thinking right. Plan, Organize and Analyze. Express your message in soundlyconstructed sentences. capable of only oneinterpretation. Know your Audience.EXAMPLE..
GETTING IT IMPROVED (CONT.) Choose words that exactlyexpress your ideas. Words used shall suit the levelof the audience. Match the ‘tone’ of your writingto the material. Ensure that it is grammaticallycorrect.EXAMPLE..
LANGUAGE ACCURACY Grammar Spellings Sentence Structure Punctuation Choice of words Abbreviations
WRITING STYLE.. Style refers to the way in whichan idea is. Style consists of particularwords a writer uses and themanner in which those words arecombined into sentences,paragraphs and completemessages.EXAMPLE..
BUSINESS LETTERLetters are still the mostindispensable forms of BusinessCommunication.Letters will continue to be used aslong as there are: Contracts to sign Goods and services to buy Staff to appoint
FOR A PERFECT LETTER.. Plan what you want to say in yourletter. Write the whole letter in sequentialorder. Re-read the letter when you havefinished. Edit the letter for corrections. Check spellings and punctuations andsend. Letters must contain your properaddress. Number of readings versus correctness
MEMORANDA Memoranda is a form of internalcorrespondence written forconveying information betweenindividual or department withinan organization. It should be treated withrespect- both by sender andreceiver.
USE OF MEMOS To convey policy decision. To issue an instruction. To provide information. To put forward suggestions. To express a point of view.
PROPOSALS A proposal is set of plans. It should persuade readers tocommit to whatever you areproposing.
DRAFTING A PROPOSAL Define the proposal. Explain it’s need and contribution tocompany. Estimate the resources. Show how the proposal meets financialcriteria. Specify who will be responsible andproposal’s time scale. Conclude with the plan of action.
AGENDA Every formal meeting needs aguide so that its business iscarried forward positively andin an orderly manner. Agenda is like a compass thatguides the meeting on the propercourse.
MINUTES Meetings are held to determineactions, to formulate policiesor to make decisions. Minutes are true and accuraterecording of the meetingproceedings.
MINUTES.. Title of the meeting. The names of those attended the meeting. Brief accounts of the agreements leadingto decisions where a resolution actions,the names of the person to take actionsshall be maintained. The agenda of the meeting is used as aguide to write the minute. Minute has to be signed by the chairmanat the next succeeding meeting.
CONCLUSION….Most important thing to rememberwhen writing is to check itthoroughly when it is completed.Even when you think it is exactlywhat you want, read it one moretime. This “unwritten” rule holdstrue for everything you write –memos, letters, proposals, so on.