Communication aspects

1. Some Types of Workplace Writings
Business Letters Formal; An external communication
E-mail Transmissions Informal; External correspondence written to business
associates and internal correspondence to personal friends
Memoranda/
Memorandum
Informal style of business letter; Internal correspondence
written to colleagues within a company
Reports Financial, audit, or statistical report that identifies the
specific problem and presents collected data, research, or
recommendations for the change process
Contracts Binding agreements or proposals between two or more
parties that can become legal documents if they include an
offer that is accepted
Manuals A written set of instructions, procedures or policies
PowerPoint A soft-ware generated, visual slide show, with animation
options, that hosts a set of notes or bulleted points, an
agenda, or other information that supports a discussion
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2. How to Create Effective
Technical or Workplace Writings:
1. Focus on the purpose of your writing
2. Focus on your readers (Audience)
3. Satisfy document requirements (Documentation style; visuals;
data)
4. Get to the point (Concise, uncluttered sentences)
5. Provide accurate information (Research)
6. Express yourself clearly (Grammar; Proofreading)
7. Format your pages carefully (be neat and leave white space)
8. Manage your time efficiently (Meet deadlines)
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3. 7 Cs OF BUSINESS WRITING
• COMPLETENESS
• CONCISENESS
• CONSIDERATION
• CLARITY
• CONCRETENESS
• COURTESY
• CORRECTNESS

4. 1- COMPLETENESS
• Answer all questions that are asked
• Give something extra when desirable
• Check for five Ws & one H
• Who What When Where Why
• and How

5. Provide All Necessary Information
Answering the five W’s helps make messages clear:
Who, What, When, Where, and Why.
Answer All Questions Asked
Look for questions: some may even appear buriedLook for questions: some may even appear buried
within a paragraph. Locate them and then answerwithin a paragraph. Locate them and then answer
precisely.precisely.
Give Something Extra, When Desirable
Use your good judgment in offering additional materialUse your good judgment in offering additional material
if the sender’s message was incomplete.if the sender’s message was incomplete.
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6. Exercise-1
• The owner of a mutual fund stock wrote to
the investment department of your bank
,that he wanted to sell his shares. He
asked,” just how does your bank want me to
authorize this sale?”
• How would you reply to this query keeping
the five Ws and one H guideline in mind?

7. Exercise-2
∀ • You are the president of an industry
association and have received the following
inquiry from an out of town member, “I think I
would like to attend my first meeting of the
association, even though I am not acquainted with
your city. Will you please tell me where the next
meeting is being held?
• How would you reply to this letter keeping in
mind Completeness of the message?

8. 2-CONCISENESS
1. Eliminate wordy expressions
2. Include only relevant statements
– be focussed,
– prune & avoid long explanations
– avoid gushing politemess
3. Avoid unnecessary repetitions
– use short forms the second time
– use pronouns

9. Exercise -3
• Find single word substitutes for the phrases

10.
• Along the same lines
• At this time
• Consensus of opinion
• Date of policy
• Due to the fact that
• During the time of the day
• During the year of
• Few and far between
• For a price of

11. • For the reason of that
• From the point of view of
• Have need of
• In accordance with your request
• In due course
• Allow me to say
• In reply , I wish to say
• Please be advised
• Please find attached
•

12. CONCISE Answers of a few from above
slides
o Due to the fact that
o Employed the use of
o Basic fundamentals
Completely eliminate
o Alternative choices
o Actual experience
o Connected together
o Final result
o Prove conclusively
o In as few words as possible
o Because
o Used
o Fundamentals
o Eliminate
o Alternatives
o Experience
o Connected
o Result
o Prove
o Concisely
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13. Exercise -4
• Rewrite the following by omitting articles, write
expressions, rambling sentences and
repetitions:
• At this time I am writing to you to enclose the post
paid appointment card for the purpose of
arranging a convenient time when we might get-
together for a personal interview.
– Answer in the next slide

14. Exercise –4contd.
• We hereby wish to let you know that we
fully appreciate the confidence you have
reposed in us.

15. 3- CONSIDERATION
• Focus on YOU instead of I & WE
• Show reader benefit & interest
• Emphasize positive& pleasant
• Apply integrity & ethics

16. Write with a ‘you ‘ attitude , it shows
consideration
• I want to send my congratulations for ---
• We will ship soon the goods your May 4
order----
• We pay eight percent interest on -----

17. Write with a ‘you ‘ attitude , it shows
consideration ( contd)
• May I take this opportunity to express my thanks
for the account you recently opened with our
store. We are pleased to furnish a wide variety of
products for the home of the individual customer.
We want you to take full advantage of the store
services, for we have the largest store in the city.
Also we make deliveries for our customer free of
charge with in a 30 miles radius of our store.We
welcome you to Ebony. If we can be of additional
help please let us know .

18.
Show reader benefit or interest in the reader ; in
the letter from an insurance company to policy
holders .
• Because we have not written to you in
sometime , please help us bring our record
by filling and returning the other half of the
card .

19. 4-CONCRETENESS
• Use specific facts and figures
• Put action into verbs
• Choose vivid image building words by
comparison & figurative language (?)
• Use more adjectives and adverbs

20. Rewrite the following in concrete form as
the sentences are too general and vague.
• This computer reproduces campaign letters
fast
• Our product has won several prizes.
• These brakes stop a car within a short
distance.

21. Put action into the words by using active
instead of passive voice.
• Tests were made by us
• A full report will be sent to you by the supervisor.
• The contract had a requirement ….
• Mr. Singh will give consideration to the report ….

22. Use vivid image building words –
adjectives and adverts , and use less of
abstract nouns
• The camera has a system that gives good
pictures.

23. 5-CLARITY
• Choose short , familiar & conversational
words
• Construct effective sentences and
paragraphs by unity of idea and sequencing
• Achieve appropriate readability by using
formal & informal language
• Include examples, illustrations & visual aids

24. Use simple words
Circa(L)
Subsequent
Promulgate
Inadvertence
e.g..(L)
Domicile
Remuneration

25. Choose a conversational style
• After perusal of pertinent data the conclusion is that a
lucrative market exists for the subject property .
• Easement for egress and ingress
• A letter from the quality bureau to a plumber said – “The
efficacy of hydrochloric acid is indisputable, but the
corrosive residue is incompatible with metallic
permanence “.

26. 6-COURTESY
• Be sincere , tactful, thoughtful and
appreciative
• Omit expressions that hurt , irritate, or
insult
• Grant apologies graciously

27. Show courtesy by avoiding tactless &
blunt language.
• Your letter is not clear at all:
Obviously, if you would read your policy
carefully you will be able to answer these
questions yourself.
Apparently you already forgotten what I
wrote you two weeks ago.

28. Ex : 14-Use gender friendly substitutes
• Mankind
• The best man for the job
• Manmade
• Manpower
• Businessman
• Sales man
• Chairman

29. Contd.
• You guys should all be concerned about the
issue.
• Each manger has an assigned place – he
should park his car….
• Each customer will have change noted on
his bill

30. SEMANTIC FACTORS IN WRITING
• Meeting room----
• Dog-----
• Fair wages----
• Cheap----
• Speed---
• Scholar---
• Fat check---
• Worm---
•

31. 7-CORRECTNESS
• Use the right level of language
• Check accuracy of facts, figures and words
• Maintain acceptable writing mechanics
• Choose non discriminatory language
• Use parallel language

32. The right level of language, accuracy,
and acceptable mechanics
• Select the right level of language for your communication
either formal or informal.
• Realize that formal language is most often used in business
communication.
• Check for correct figures, facts, and words.
• Apply the principles of accepted mechanics to your writing.
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33. Use the Right Level of Language
• Formal and Less Formal Language
More Formal Less Formal
Participate
Procure
Endeavor
Join
Get
Try
Check Accuracy of Figures, Facts, and Words
A good check of data is to have another person read
and comment on the validity of the material..
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34. Few tips for effective verbal
messages
• Be direct
• Consider your
audience
• Be clear
• Watch your non-
verbal signals
• Pay attention to the
receivers
• Repeat when needed
• Communicate bit by
bit
• Use varying
techniques
• Auditory/Visual/Kine
sthetic
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