Writing skills

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Writing skills

  1. 1. UNIT 3 12/17/2013 Professional Communication: UNIT 3 1
  2. 2. Programme Objectives: Introduction to Written Communication Basics of Effective Written Communication. Tips for Clear Writing. 12/17/2013 Professional Communication: UNIT 3 2
  3. 3. Verbal Communication Vs Written Communication Verbal Communication consists of various elements like Stress, Intonation, Accent, Rhythm. Verbal Communication can also be accompanied by Body Language, Kinesics, Proxemics, Chronemics, Tactili cs etc. Written Communication has no paralinguistic features. Important parts are: Diction, Spelling, Style, Punctuation, Format, Tone, 12/17/2013 Professional Communication: UNIT 3 Attitude….to name just a few. 3
  4. 4. Written Communication, therefore:       May be ambiguous Is more susceptible to misinterpretation May even miss-communicate rather than communicating effectively. May make the reader assume your attitude & tone Impolite. May also make the reader assume that you are too naïve a writer or too pompous. May also cause a disaster! 12/17/2013 Professional Communication: UNIT 3 4
  5. 5. Communication Process: An Overview Encoding Feedback Message Decoding Medium 12/17/2013 Professional Communication: UNIT 3 5
  6. 6. Want to communicate effectively? 1. KISS : acronym for Keep it short & simple. An extensive & impressive vocabulary doesn’t guarantee effective communication. Short & Simple messages fetch much desired results. 12/17/2013 Professional Communication: UNIT 3 6
  7. 7. 2. Conviction & Confidence Feedback is necessary but what about Desired Feedback? Not just the content but also the way it is put across, makes the difference. Are you sure to get the desired feedback? If not, how will you evoke it in the receiver. 12/17/2013 Professional Communication: UNIT 3 7
  8. 8. 3. Enthusiasm It exhibits itself in the form of your language. It shows your eagerness, zest & involvement and inspires confidence in the reader also. 12/17/2013 Professional Communication: UNIT 3 8
  9. 9. 4. Respect Do you want to be responded in the way you respond to others? Self esteem, Respect for others and Politeness when combined could do miracles. 12/17/2013 Professional Communication: UNIT 3 9
  10. 10. Tips for Clear Writing: Plan what you want to say.  Re-read when you have finished.  Check spelling & punctuation.  Use simple & unambiguous language.  Maintain Font Size, Font colour  “You” attitude instead of “I” attitude  Don’t write unbroken paragraphs.  Punctuation plays the role of Body Language in Writing.  12/17/2013 Professional Communication: UNIT 3 10
  11. 11. An English Professor wrote the words: “A woman without her man is nothing”. and asked the students to punctuate it correctly............  All the male students wrote: “ A woman, without her man, is nothing”. All the female students wrote: “A woman: without her, 12/17/2013 man Professional Communication: UNIT 3 is 11
  12. 12. Try this out…………………. Hang him not let him free.  Hang him not, let him free.  Hang him, not let him free.  Let us eat daddy.  Let us eat, daddy.  Absence of a comma makes you a Cannibal !!!  12/17/2013 Professional Communication: UNIT 3 12
  13. 13. Clarity in Writing Rs 1000000000  Rs 10,00,00,000  Rs 10 Crores  You decide which one is better.  Redundancies Meet me sharp at 8 am in the morning tomorrow.  Meet me sharp at 8 am tomorrow.  12/17/2013 Professional Communication: UNIT 3 13
  14. 14. Choosing the Right Word  Use familiar words. We must choose simple and familiar words in preference to those words that are not familiar. Examples: ◦ Try in place of endeavour ◦ Find out in place of ascertain ◦ End in place of terminate  If the words are familiar, understanding is better.  Company’s operations for the preceding accounting period terminated with a substantial deficit. 12/17/2013 Professional Communication: UNIT 3 14
  15. 15. Choosing the Right Word  Use concrete words: These create sharper images in our minds. Eg. ◦ Words like a piece of art, significant rise, are abstract. ◦ Words like a painting, 45% rise, are concrete.  Use single words in place of circumlocution  Circumlocution is using of more words than needed. Eg. ◦ Honorary job in place of a job that has no emoluments. ◦ Ambiguous words 12/17/2013 Professional Communication:with in place of words UNIT 3 several 15
  16. 16. Choosing the Right Word  Prefer Saxon words to Romance Romance words have their origin in Latin whilst Saxon words are British in origin. Saxon words are easier to use than Romance words. Examples:  Dead body in place of corpse.  Living in place of animate.  Talkative in place of loquacious.  Warlike in place ofProfessional Communication: UNIT 3 belligerent. 12/17/2013 16
  17. 17. Choosing the Right Word Be careful with the use of technical jargon Every profession develops its own, special vocabulary. This is like a foreign language for outsiders. Words of everyday use should be preferred.  Use strong words These have an immediate impact and the language becomes forceful.  Example: ◦ Tycoon ◦ Boom prosperity. ◦ Slump business. in place of in place of successful businessman. period of business in place of period of decline in 12/17/2013 Professional Communication: UNIT 3 17
  18. 18. Choosing the Right Word  Avoid cluttering phrases. Cluttering Phrase Shorter Substitute In the neighbourhood of about On the occasion of on In spite of the fact even though Just some time ago recently During the preceding year Last year 12/17/2013 Professional Communication: UNIT 3 18
  19. 19. Confusing Words : Choose the Right One            A few – the few – few Affect – Effect Continual – Continuous Its – It’s Later – Latter Compare – Compere Fate – Fete Canvas – Canvass Stationary – Stationery Artist – Artiste Loose – Lose 12/17/2013 Professional Communication: UNIT 3 19
  20. 20. Words with right strength & vigor  In a way words are like people; they have personalities. Some are weak & dull. Some are strong & vigorous. Some fall between these extremes. Bill is strong while statement is moderate.  Debt is strong while obligation is moderate.  Mother is stronger than female parent.  Fired is stronger than dismissed.  12/17/2013 Professional Communication: UNIT 3 20
  21. 21. Avoid sexist language  Chairman  Chairperson  Man-made  Manufactured  Manpower  Personnel  Businessman  Business  Policeman  cameraman executive/person  Police officer  Camera operator 12/17/2013 Professional Communication: UNIT 3 21
  22. 22. Avoid words that Typecast those with Disabilities  People with disabilities are likely to be sensitive to discriminatory words.  Use deaf instead of deaf & dumb.  Avoid using slang such as fits, spells, attacks; use seizures, epilepsy, or other objective forms.  What about using differently -abled in place of physically disabled? 12/17/2013 Professional Communication: UNIT 3 22
  23. 23. Avoid Amphiboly The shooting of the hunters…..???  The hunters shot someone or something.  The hunters were shot be someone.  This book is hard to put down…..?  It is difficult to criticize this book.  It is difficult to stop reading this book.   Ambiguity may mar your purpose. 12/17/2013 Professional Communication: UNIT 3 23
  24. 24. Words Vs Culture           Taxi Over bridge Lift Purse ATM Toilet Windscreen Tyre Tracksuits Football           12/17/2013 Cab Flyover Elevator Wallet Cash point Bathroom Windshield Tire Sweats Soccer Professional Communication: UNIT 3 24
  25. 25. Words Vs Culture  Hundred Thousand is commonly called Lakh in India & Pakistan.  Ten Million is known as Crore in India & Pakistan.  You should always remember that both Lakh & Crore are unknown to people outside India & Pakistan. 12/17/2013 Professional Communication: UNIT 3 25
  26. 26. Euphemisms : Good words  A man is helping the police with their enquiries…………..Meaning???????  A man has been detained by the police and may soon be charged……!!!!!!  Do you know that Senior Citizens is a euphemism for Old Men?  Just like Pass Away is a euphemism for Die. 12/17/2013 Professional Communication: UNIT 3 26
  27. 27. Few more for you           Graveyard Dead Persons Poor A bar of soap Barber Vomit bag Used car Poor countries Toilet Fat           Memorial park Loved ones Underprivileged Beauty cake Hair stylist Air sickness container Pre-owned vehicles Developing countries Comfort station Full-figure 12/17/2013 Professional Communication: UNIT 3 27
  28. 28. Apocope: Curtailed words           AD Cab Caps Disco Exam Gym Chips Lab Math/Maths Pants           12/17/2013 Advertisement Cabriolet Capital letters Discotheque Examination Gymnasium Chipped potatoes Laboratory Mathematics Pantaloons Professional Communication: UNIT 3 28
  29. 29. Apocope: Curtailed words         Para Perks Photo Piano Polio Pop Pub Specs         12/17/2013 Paragraph Perqusites Photograph Pianoforte Poliomyelitis Popular music Public house Spectacles Professional Communication: UNIT 3 29
  30. 30. Till we achieve perfection…….  Keep on writing.  As writing makes a „man‟ perfect. 12/17/2013 Professional Communication: UNIT 3 30

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