BC 206 - Amity Tashkent - Writing Process & Workplace Communication

Parveen Kumar – pkumar@amity.uz
BC - 206
Guiding Notes for Final Exam – Semester 2 – B Sc, IT 2
Parveen Kumar
2 Hours - 50 Marks
Sections: 03 (A, B, C)
Section A: Q. 1 to Q. 6
Attempt ANY FIVE Questions – Each Question will carry 04 Marks – Total 20 Marks
Section B: Q. 7 to Q. 9
Attempt ANY TWO – each Question will carry 08 Marks – Total 16 Marks
Section C – Compulsory Question
Q. 10 – 14 Marks (No Options)
******************
Module wise – Questions based on each topic
Remember that the answer will depend on the Marks of the questions asked:
• For 04 Marks – Each answer should be around 80-100 words at least
• For 8 Marks – As it is double in marks – words should not be less than 180-200
• For 14 Marks – This is a LONG ANSWER question so we need to write a
detailed answer with 200-300 words – If it is a letter or resume > Information
must be complete, words can be less but the format should be perfect.
MODULE 1 - Writing Process & Workplace Communication
Writing Process: Pre-writing, Writing & Post-Writing
Pre-writing and post-writing are two important stages of the writing process that help to
improve the quality and effectiveness of your written work. Let's explore each of these stages
in more detail:
Pre-writing:
Pre-writing refers to the initial phase of the writing process where you brainstorm ideas, plan
your content, and gather relevant information before you start writing. This stage helps you
organize your thoughts and create a solid foundation for your writing. Here are some
common pre-writing techniques:
a. Brainstorming: Generate ideas related to your topic through free writing or creating mind
maps. Write down any thoughts, concepts, or keywords that come to mind.

b. Outlining: Create an outline that outlines the main points and supporting details of your
writing. This serves as a roadmap for your content and helps maintain a logical flow.
c. Research: Gather information and data related to your topic. This could involve reading
books, and articles, or conducting online research. Take notes and organize the collected
material.
d. Audience analysis: Consider your target audience and their needs. Identify what
information or arguments will be most persuasive and relevant to them.
e. Setting goals: Define the purpose of your writing and establish goals or objectives.
Determine what you want to achieve with your writing and how you intend to communicate
your message.
Post-writing:
Post-writing takes place after you have completed the initial draft of your writing. It involves
revising, editing, and polishing your work to enhance clarity, coherence, and overall quality.
Here are some essential steps to follow during the post-writing stage:
a. Revising: Review your draft and make significant changes to the content, structure, and
organization. Ensure your ideas flow smoothly, paragraphs are well-developed, and the
overall structure is logical.
b. Editing: Edit your work for grammar, punctuation, spelling, and sentence structure. Check
for clarity and consistency in your writing style. Consider using tools like spell-checkers or
grammar-checkers to identify errors.
c. Proofreading: Carefully read through your work to spot any remaining errors or typos.
Pay attention to details and correct any mistakes that you find.
d. Feedback and peer review: Seek feedback from others, such as friends, colleagues, or
writing groups. They can provide valuable insights and suggestions for improvement.
e. Finalizing: Make any necessary final adjustments based on the feedback received. Ensure
your work is formatted correctly and meets specific requirements or guidelines.
Pre- and post-writing stages are crucial for producing well-crafted, coherent, and effective
written pieces. While pre-writing helps you plan and organize your thoughts, post-writing
allows you to refine and polish your work, ensuring that your final product meets the desired
standards.
Additional SHORT ANSWER
- Pre-writing activities prepare learners for a final writing task and
activate, review or build sub-skills that prepare the learner for
completing the main writing task. They usually focus on the
audience, the content, and the vocabulary necessary for the task.
These are typically word and phrase-level activities.
- During-writing activities engage learners in recursive writing,
self-editing and revisions. As the students are guided through
writing and re-writing, the teacher should guide them through
other areas such as syntax.

- Post-writing activities help learners reflect on and revise their
writing based on feedback from an audience, such as peers and/or
an instructor.
*************
7Cs of Writing
What are the 07 C's of Writing? Why do we need to follow these
credentials/aspects/features?
Today, speaking matters a lot. But Why Writing skills are still important for
professional communication?
Good business and professional writing is clear, concise, concrete, complete, courteous,
coherent and constructive. A sentence which is not complete will also be less clear,
coherent and courteous.
Clear writing avoids jargon and technical words, is concrete and specific, uses active rather
than passive verbs, avoids long strings of prepositional phrases (or word salads), makes
pronoun references crystal clear and avoids dangling and misplaced modifiers.
Concise writing uses active verbs, avoids the verb “to be” and similar constructions, avoids
nominalisations, avoids long strings of prepositions and avoids repetition and redundancy.
Concrete and specific writing uses concrete terms that appeal to the senses and limits and
defines terms by using specific words.
Complete writing answers all reasonable questions including who, what, where, when, why
and how.
Courteous writing is gender neutral, puts the audience first (“you” rather than “we” or “I”),
is tactful, follows the traditional forms of courtesy and uses a reader-friendly format.
Coherent writing constructs paragraphs carefully around one topic, has sentences with one
main idea, uses transitional words to link sentences and paragraphs into a logical and
coherent whole, is consistent in formatting numbers and spelling and makes list items parallel
in grammatical structure.
Constructive writing emphasizes the positive, states what you can do (as opposed to what
you can’t do), avoids negative words such as “unfortunately”, focuses on how to improve
when delivering criticism, and apologizes when necessary.
Selection of Words
What is the benefit of a strong and flexible vocabulary? What would you suggest to make a
good vocabulary for English learners?

Tips to improve word selection and make communication more successful:
Understand the context: Consider the purpose, audience, and setting of your communication.
Tailor your word choice accordingly to match the tone, formality, and expectations of the
situation.
Use precise and specific words: Avoid vague or generic terms that can weaken your message.
Choose words that accurately convey your intended meaning and provide clarity to your
writing.
Be concise: Choose words that are concise and to the point. Avoid using unnecessary
adjectives, adverbs, or phrases that can clutter your writing and dilute your message.
Vary your vocabulary: Utilize a diverse range of words to keep your writing interesting and
engaging. Avoid repeating the same words too frequently, but ensure that your chosen
vocabulary is appropriate and understandable to your audience.
Consider the connotations: Pay attention to the emotional associations and implications of
the words you select. Ensure that they align with your intended message and avoid
inadvertently conveying unintended meanings or tones.
Be aware of jargon and technical terms: If you are using jargon or technical terms, ensure
that your audience is familiar with them. When communicating with a broader audience,
explain any specialized vocabulary to avoid confusion.
Use active voice: Opt for active voice over passive voice whenever possible. Active voice
makes your writing more direct, engaging, and easier to understand.
Be mindful of tone: Your word selection contributes to the overall tone of your writing.
Consider whether you want to convey a formal, casual, persuasive, or informative tone, and
choose words that align with that objective.
Proofread and revise: After drafting your communication, review it for word choices that
could be improved. Look for redundancies, clichés, or wordiness that can be eliminated or
replaced with more effective alternatives.
Read widely: Expand your vocabulary and expose yourself to different writing styles by
reading extensively. This will help you discover new words and phrases that can enhance your
word selection skills.
By following these tips, students can enhance their word selection skills and improve the
effectiveness of their professional writing.
Developing Effective Sentences
What are the features of effective sentences? How can we make our sentences effective and
accurate in professional writing?
Effective sentences possess several key features that contribute to their impact and clarity.
Here are the features of effective sentences:

1. Clarity: Effective sentences convey their intended meaning clearly and
unambiguously. They leave no room for confusion or misinterpretation.
2. Conciseness: Effective sentences are concise and to the point. They use the fewest
words possible to convey the desired meaning without sacrificing clarity.
3. Coherence: Effective sentences are logically organized and flow smoothly from one
idea to another. They have a clear structure and are easy to follow.
4. Variety: Effective sentences exhibit a variety of sentence structures and lengths. They
avoid being monotonous by incorporating different sentence types, such as simple,
compound, and complex sentences.
5. Grammar and mechanics: Effective sentences adhere to proper grammar rules and
demonstrate correct punctuation, spelling, and capitalization. They are free from
grammatical errors that could impede understanding.
6. Precision: Effective sentences use precise and specific language to convey meaning.
They avoid vague or ambiguous terms and choose words that accurately capture the
intended message.
7. Appropriate tone: Effective sentences match the desired tone of the writing. Whether
formal, informal, persuasive, or informative, they use words and phrasing that align
with the intended tone and effectively convey the desired emotion or attitude.
8. Active voice: Effective sentences often use active voice instead of passive voice. Active
voice adds strength and directness to the sentence by clearly indicating the subject
performing the action.
9. Context awareness: Effective sentences consider the context in which they are used.
They adapt to the audience, purpose, and setting of the communication, ensuring that
the chosen words and sentence structures are suitable for the given context.
10. Impact: Effective sentences have a strong impact on the reader. They engage the
reader's attention, evoke emotions, and effectively communicate the writer's message.
By incorporating these features into their writing, students can create sentences that are clear,
concise, coherent, and impactful, thereby enhancing the overall effectiveness of their
communication.
Letters - FORMAT of LETTER and Official Letter Writing, including Cover
Letter/Job Application Letter
Letter Writing Format (CLICK HERE)
https://ifsamityenglish.blogspot.com/2023/05/formal-letter-format-block-format.html
Write a letter to The CEO, of Google Inc and apply for a job opening.
Write a letter to the Manager, of IT Park to ask about an event where you want to take part
as the CTO of a Start-up.
Make a Cover Letter for the job opening you have seen on the website of the BEELINE
Company.
I understand that we use a different format in Uzbekistan and this region, let’s use BLOCK
FORMAT for the Exam and learning business English – All TEXT remains to the LEFT in
this format and we do not add TO at the beginning.

Notice
What is a Notice and what is the use of Notice in official communication?
You can see NOTICE Boards in Offices, residential complexes, clubs and even
restaurants. There are places where we can PASTE a Notice and people will read it,
NOTICE is a way to send information to people and it is placed at a fixed place so that all
can know this.
Using a Notice is helpful in sharing information with a larger audience and it is easy for
all to see it in an open area of the display. It also makes it easy of the office to share it
without collecting the addresses of people. In colleges and universities, it is the best way
to put information.
The format of a Notice is like this:
The format of notice writing is as follows:
§ Write the word NOTICE at the top.
§ The name and place of the school, organisation or office issuing the notice should be
mentioned.
§ Give an appropriate heading.
§ Write the date of issuing the notice.
§ Mention the target group (for whom the notice is to be displayed).
§ Purpose of the notice.
§ Mention all the relevant details (date, venue, time).
§ Written in passive voice creates more impact.
§ Notices are highly formal……first person and second person should be avoided - e.g.
The school is organizing a quiz…A quiz will be organized

§ Use of personal words like I, me, you should be avoided as far as possible.
§ Name and designation of the person issuing the notice.
§ Put the notice in a box.
Memo
How does Memo help in better communication at the office or in formal communication?
A Memorandum is an INTERNAL COMMUNICATION Tool in an office where co-
workers or seniors communicate with each other using Memo. A Memo is basically a
communication without any formality because it is done between colleagues or senior to
junior employees. It is understood as a reminder or a demand for tasks and information
from the authorised team members.
Memo makes it easy for us to communicate within the office and it also keeps focus on the
work rather than on unnecessary formalities. It is also a quick way of sending a message.
SAMPLE:
AMITY UNIVERSITY IN TASHKENT
MEMORANDUM
TO: SHUKRON
CC: PARVEEN KUMAR
FROM: GAURAV AGGARWAL
SUBJECT: INTERNALASSESSMENT REMINDER
DATE: 12 MAY 2023
The internal assessment of the subject of Communication Skills (BC-206) is going to close
on 15 May 2023. The students who have not submitted their assignments and presentations
must not delay any further.
As the CR, you need to pursue and inform the students about the importance of submitting
the pending work to keep their internal assessment active.
Please inform all the students and collect their submissions on the day of the lesson. All
these should be submitted to Mr Parveen Kumar on 15 May 2022 before 05 PM.
**********************

You can see there are no signatures or Dear/Respected words because it is internal
communication and we do not use formalities here.
Circular
What do you mean by a Circular? How is it helpful?
This is used for Internal Communication. A Notice is posted on the designated place and
people can see it themselves. But a circular is a letter with the same content and sent to all
the receivers. It is a common communication which is shared with all the intended receivers
within the organisation. It is also an internal communication tool so it follows fewer
formalities than letters (Letters are external communication tools.)
Do not forget that it is also a letter but internal communication.
Agenda
What are the benefits of Agenda and Minutes in the professional world?
When a meeting is organised, all the invited members are given a proper set of information
and instructions before they come. This invitation letter is not a normal e-mail or a letter
but a properly formatted communication sent to the selected members of the organisation.
This PLAN of ACTIVITIES is called AGENDA. By telling the members about the
proposed topics of discussion, we allow them to prepare and bring related documents as
well. It also creates transparency in the office.
Coordination becomes very strong by using agendas and Minutes for a meeting. People
come with a plan and the decisions are recorded in a proper way to share with other
members is a good practice.

The meeting takes place only on the agenda points so that it is properly organised.
There is a format for making an agenda.
Option 1:
Op5on 2:

Minutes of Meeting
Record of the Actions Taken at a Meeting
• The agenda (Proposed Activities) of the Meeting gets concluded
• Details of Members Present at the Meeting
• In the proper order of events, minutes are taken.

• Any other point/s raised at the meeting is also mentioned.
OR

BC 206 - Amity Tashkent - Writing Process & Workplace Communication

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