writing skills all topics - full presentation
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Writing skills all topics - full presentationTRANSCRIPT
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OutlinesOutlines
DefinitionDefinition Why Written Communication?Why Written Communication? TipsTips Questions a writer asksQuestions a writer asks The Writing ProcessThe Writing Process TypesTypes CommandmentsCommandments ConclusionConclusion ReferencesReferences
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Writing?Writing?
One of the best methods to One of the best methods to communicatecommunicate
Writing is one of the oldest known forms of communication
In today’s age of information and technology, writing has become a lost art
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Why Written Why Written Communication?Communication? Creates a permanent recordCreates a permanent record Allows you to store information for Allows you to store information for
future referencefuture reference Easily distributedEasily distributed All recipients receive the same All recipients receive the same
informationinformation Necessary for legal and binding Necessary for legal and binding
documentationdocumentation
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Writing Skills?Writing Skills?
A career requirementA career requirement More than a “nice thing to have”More than a “nice thing to have”
– a necessity – a necessity Your Writing = Your PersonalityYour Writing = Your Personality As a professional, it is crucial to
write well
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Writing Skills?Writing Skills?
The ability to write does not require a unique talent or an outstanding mental ability
Everyone has the basic skills necessary to write well
A basic understanding of writing and a commitment to writing well in all situations is needed as a professional
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Questions a writer asksQuestions a writer asks
How do I begin? What is my purpose? How do I make my point clear? How do I create a logical flow? How do I say what I mean? How do I avoid grammatical errors? How can I make my message brief? How can I create a visual effect?
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The Writing ProcessThe Writing Process
PlanningPlanning WritingWriting Quality ControlQuality Control
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The Writing ProcessThe Writing Process
PlanningPlanning
Keep objectives in mind and Keep objectives in mind and research the topicresearch the topic
Think about the audienceThink about the audience Outlining helps organize thoughtsOutlining helps organize thoughts
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The Writing ProcessThe Writing Process
WritingWriting
Follow your outline, use your handbookFollow your outline, use your handbook Inspiration is acceptable but must be Inspiration is acceptable but must be
carefully reviewedcarefully reviewed Use the interview approach to Use the interview approach to
supplement the outline (who, what, supplement the outline (who, what, where, when, how)where, when, how)
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The Writing ProcessThe Writing Process
Quality ControlQuality Control
Reread your workReread your work Be critical of your own workBe critical of your own work
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Considerations while Considerations while writingwriting
Who? What? When? Why? Where? How?
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Good WritingGood Writing
Completeness:Completeness: all information needed is all information needed is providedprovided
Correctness:Correctness: relevant and precise information relevant and precise information Credibility:Credibility: support your argument support your argument Clarity:Clarity: should not be ambiguous should not be ambiguous Conciseness:Conciseness: to the point to the point Consideration:Consideration: anticipate the reader’s anticipate the reader’s
reactionreaction Vitality:Vitality: use the active voice rather than the use the active voice rather than the
passive voicepassive voice
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Business DocumentsBusiness Documents
A good business document should A good business document should always answer the following questions:always answer the following questions:
What is this document about?What is this document about? Why has it come to be?Why has it come to be? Who wrote it?Who wrote it? How is it organized?How is it organized? What is it trying to accomplishWhat is it trying to accomplish What supports the conclusion?What supports the conclusion? What problem or opportunity does it What problem or opportunity does it
address?address?
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Spelling and GrammarSpelling and Grammar
It is important in all business communications to use proper grammar and correct spelling
What you write and how you write could reflect a positive or negative image
Sloppy and/or poorly written communications could be perceived as a lack of caring
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Types of WritingTypes of Writing
E-mails Letters and Memos Agendas Reports Promotional Material Academic Documents Research (scientific) manuscripts
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““The greatest problem in The greatest problem in communication is communication is the the
illusionillusion that it has been that it has been accomplished.accomplished.””
- George Bernard Shaw - George Bernard Shaw
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Have you hit your target?Have you hit your target?
In written communication most confusion & frustration are caused by failing to be specific
Make it clear, brief and concise
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10 Commandments10 Commandments
1.1. Know what you want to say before you Know what you want to say before you say it. say it.
2.2. Keep it simple.Keep it simple.3.3. Use bullet points.Use bullet points.4.4. WIIFM (What's in It For Me?)WIIFM (What's in It For Me?)5.5. Don't get bogged downDon't get bogged down6.6. Call to actionCall to action7.7. EditEdit8.8. Spell checkSpell check9.9. Take 5 before hitting sendTake 5 before hitting send10.10. Follow upFollow up
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ConclusionsConclusions Utilize full potential of written Utilize full potential of written
communicationcommunication Use frequent e-mails as per your Use frequent e-mails as per your
requirementrequirement What you write will ultimately define you as What you write will ultimately define you as
a professional to your colleagues and a professional to your colleagues and superiorssuperiors
Match the appropriate communication Match the appropriate communication method to the recipientmethod to the recipient
Eliminating excessive or unnecessary Eliminating excessive or unnecessary communication will improve your workflowcommunication will improve your workflow
Mastering these skills will improve your Mastering these skills will improve your ability and enhance your careerability and enhance your career
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ReferencesReferences
http://smallbusiness.chron.com/http://smallbusiness.chron.com/writing-communication-skills-writing-communication-skills-essential-business-success-essential-business-success-promotion-30953.htmlpromotion-30953.html
http://books.google.ps/http://books.google.ps/
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Thanks for your Thanks for your attentionattention