Writing skills

04/10/2023 Professional Communication: UNIT 3

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Topic Today:

Effective Written

Communication

UNIT 3


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Programme Objectives:

Introduction to Written Communication

Basics of Effective Written Communication.

Tips for Clear Writing.


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INTRODUCTIONVerbal Communication Vs Written CommunicationVerbal Communication consists of various elements like Stress, Intonation, Accent, Rhythm.

Verbal Communication can also be accompanied by Body Language, Kinesics, Proxemics, Chronemics, Tactilics etc.

Written Communication has no paralinguistic features.

Important parts are: Diction, Spelling, Style, Punctuation, Format, Tone, Attitude….to name just a few.


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Written Communication, therefore:

May be ambiguousIs more susceptible to misinterpretationMay 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!


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Communication Process: An Overview

Encoding

Message

MediumDecoding

Feedback


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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.


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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.


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3. Enthusiasm

It exhibits itself in the form of your language.

It shows your eagerness, zest & involvement and inspires confidence in the reader also.


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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.


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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” attitudeDon’t write unbroken paragraphs.Punctuation plays the role of Body

Language in Writing.


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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, man is nothing”.Punctuation is powerful!!!


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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 !!!


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Clarity in Writing

Rs 1000000000Rs 10,00,00,000Rs 10 CroresYou decide which one is better.

RedundanciesMeet me sharp at 8 am in the morning

tomorrow.Meet me sharp at 8 am tomorrow.


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Choosing the Right WordUse 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.

The company lost much money last year.


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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 in place of words with several

meanings and interpretations.


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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 of belligerent.


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Choosing the Right WordBe careful with the use of technical

jargonEvery profession develops its own, special vocabulary. This is like a foreign language for outsiders. Words of everyday use should be preferred.

Use strong wordsThese have an immediate impact and the language becomes forceful.Example:◦ Tycoon in place of successful businessman.◦ Boom in place of period of business

prosperity.◦ Slump in place of period of decline in

business.


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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


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Confusing Words : Choose the Right One

A few – the few – few Affect – Effect Continual – ContinuousIts – It’s Later – LatterCompare – CompereFate – Fete Canvas – Canvass Stationary – StationeryArtist – Artiste Loose – Lose


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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.


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Avoid sexist language

Chairman

Man-made

Manpower

Businessman

Policeman

cameraman

Chairperson

Manufactured

Personnel

Business

executive/person

Police officer

Camera operator


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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?


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Avoid AmphibolyThe 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.


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Words Vs CultureTaxiOver bridgeLiftPurseATMToiletWindscreenTyreTracksuitsFootball

CabFlyoverElevatorWalletCash pointBathroomWindshieldTireSweats Soccer


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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.


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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.


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Few more for youGraveyard

Dead PersonsPoorA bar of soapBarberVomit bagUsed carPoor

countriesToiletFat

Memorial parkLoved onesUnderprivilegedBeauty cakeHair stylistAir sickness

containerPre-owned vehiclesDeveloping

countriesComfort stationFull-figure


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Apocope: Curtailed wordsADCabCapsDiscoExamGymChipsLabMath/MathsPants

AdvertisementCabrioletCapital lettersDiscothequeExaminationGymnasiumChipped

potatoesLaboratoryMathematicsPantaloons


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Apocope: Curtailed words

ParaPerksPhotoPianoPolioPopPubSpecs

ParagraphPerqusitesPhotographPianofortePoliomyelitisPopular musicPublic houseSpectacles


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Till we achieve perfection…….

Keep on writing.

As writing makes a ‘man’ perfect.

Writing skills

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