Written Communication
Stages of Writing Process
Organizing and Composing messages
Writing Effective Email messages
Writing for web
Writing goodwill, good and bad messages
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Written Communication
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Written Communication
There are various ways of written communication
E-mail message
Memos
Proposals
Reports
Letters
Bulletins
Minutes,
Orders, quotations, contracts, forms, enquires etc
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Advantages
Ready Reference.
Legal Defence.
Promotes Uniformity.
Mass Access.
Suitable for Distance Communication.
Image Building.
Accurate and Unambiguous.
Permanent in Nature.
Facilitates in order to Assign Responsibility.
Permits Substitutions and Revisions.
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Disadvantages
Limited to literate world.
Time Consuming.
Lot of paper work.
Needs expertise in expression.
Lack of immediate feedback.
Costly than oral communication.
More man hours needed.
No immediate clarification.
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Tips for effective Written Communication
Draft an outline at the beginning by proper planning.
Focus on the audience, purpose, topic and desired
outcome.
Structure the Introduction, Body and Conclusion in a
systematic and logical order.
Focus on each paragraph.
Understand the reader’s perception.
Avoid grammatical mistakes.
Use proper vocabulary, punctuations, commas, colons
and semi-colons.
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Tips for effective Written Communication
Avoid using slang language.
Avoid using “you” while making any criticism.
Always start with a positive phrase.
Always write the name of the company and the person
correctly.
Keep sentences short, clear and concise.
Avoid repetition and too many irrelevant details.
Elaborate on the technical language and jargons used.
Effectively use the charts, graphs, diagrams and pictures.
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Tips for effective Written Communication
Never express your anger, frustration, irritation and
aggression in written communication.
Proof read the document before sending.
Use proper communication channel.
Get a proper feedback.
Continuously update yourself to improve written skills.
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5 step writing process
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Identify your purpose
Is it informational?
Is it persuasive?
Are you trying to negotiate a contract/deal?
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Analyze your audience
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Analyze your audience
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Choose your idea
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Collect your data
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Organize your message
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Basic Organizational Plans
For letters and memos, you can choose one of the four
organizational plans
Direct – Request
Good news
Bad news
Persuasive – request plan
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Organizing and composing messages
Direct – Request Direct approach
(begin with main
Good news idea)
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Good News
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Bad News
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Bad News
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Bad News
Buffer
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Bad News
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Bad News
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Bad News
Refusing Credit
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Bad News
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Tips for Email writing
Objectives
To effectively write an email pertaining to the purpose/
subject of the mail
Understand the nuances of writing a good mail
Write mails that are concise but precise
Comprehend the rules of writing e-mails
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Tips for Email writing
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Tips for Email writing
Subject: [Blank]
If you don't put a subject line on your e-mail, this could
come across as arrogant, or at the very least, thoughtless.
Subject: "10 confirmed for Friday... will we need a
larger room?"
Upon reading this revised, informative subject line, the
recipient immediately starts thinking about the size of the
room, not about whether it will be worth it to open the e-
mail.
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Tips for Email writing
Subject: "Important! Read Immediately!!“
What is important to you may not be important to your
reader. Write an informative headline that actually
communicates at least the core of what you feel is so
important: "Emergency: All Cars in the Lower Lot Will Be
Towed in 1 Hour.“
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Tips for Email writing
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Tips for Email writing
Skip lines between paragraphs.
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Tips for Email writing
Don't assume privacy
Don't send anything over e-mail that you wouldn't want posted --
with your name attached -- in the break room. E-mail is not
secure.
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Tips for Email writing
Respond Promptly
If you want to appear professional and courteous, make
yourself available to your online correspondents.
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Resumes
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Resumes
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Resumes
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Resumes
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End of Module 4
Thank you
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