One of the best methods to communicate
Writing is one of the oldest known forms
of communication
In today’s age of information and technology, writing
has become a lost art
HISTORICAL DEVELOPMENT
The writing process first evolved from economic necessity
in the ancient near east. Archaeologist Denise
determined the link between previously uncategorized
clay "tokens" and the first known writing, cuneiform(is
one of the earliest known forms of written expression,
used in Persia and Assyria around the 30th century BC).
Clay tokens were replaced over time by the written
documents to avoid the complexity of using the clay
token.
cont.
Writing is an extension of human language across
time and space.
Writing most likely began as a consequence of
political expansion in ancient cultures, which needed
reliable means for transmitting information,
maintaining financial accounts, keeping historical
records, and similar activities.
Around the 4th millennium BC, the complexity of
trade and administration outgrew the power of
memory, and writing became a more dependable
method of recording and presenting transactions in
a permanent form.
cont.
Researchers divide the progression of written
communication into three revolutionary stages called
"Information Communication Revolutions"
During the first stage, written communication first
emerged through the use of pictograms. The pictograms
were made in stone, hence written communication was not
yet mobile.
During the second stage, writing began to appear on
paper, papyrus, clay, wax, etc. Common alphabets were
introduced and allowed for the uniformity of language
across large distances. A leap in technology occurred when
the Gutenberg printing-press was invented in the 15th
century
The third stage is characterized by the transfer of
information through controlled waves and electronic
signals.
ADVANTAGES OF WRITTEN
COMMUNICATION
Creates a permanent record
Allows you to store information for future reference
Easily distributed
All recipients receive the same information
Written communication helps in laying down
apparent principles, policies and rules for running
of an organization.
It is a permanent means of communication. Thus, it
is useful where record maintenance is required.
cont.
Written communication is more precise and explicit.
Effective written communication develops
and enhances an organization’s image.
It provides ready records and references.
It assists in proper delegation of responsibilities.
While in case of oral communication, it is impossible
to fix and delegate responsibilities on the grounds of
speech as it can be taken back by the speaker or he
may refuse to acknowledge.
Necessary for legal and binding documentation
DISADVANTAGES OF
WRITTEN COMUNICATION
Written communication does not save upon the
costs. It costs huge in terms of stationery and the
manpower employed in writing/typing and
delivering letters.
Also, if the receivers of the written message are
separated by distance and if they need to clear
their doubts, the response is not spontaneous.
Written communication is time-consuming as the
feedback is not immediate. The encoding and sending
of message takes time.
cont.
Effective written communication requires great skills
and competencies in language and vocabulary use.
Poor writing skills and quality have a negative
impact on organization’s reputation.
Too much paper work and e-mails burden is involved
COMMON ETIQUETTES IN
WRITTEN COMMUNICATION
written communication affords greater flexibility, since it
can be edited and both composed and read, a great deal of
care needs to be taken, in order to ensure its effectiveness;
as it can serve as a point of reference, which one can turn
to time and again, thus creating a more lasting impact.
(Image: While writing... remember these simple rules)
1.
FOCUS ON FORMAT
The various formal writing forms have a pre-
determined, universally accepted format that accompanies them.
This format, which is largely based on universal writing
conventions, serves to facilitate communication, by eliminating
miscommunication that may result through random writing
styles.
Moreover, these formats are likely to change with time, due
to the evolving nature of communication and/or technology.
For example, the semi block format that was earlier the most
relied upon format for letter writing has now given way to
the full block format, after the wide spread use of
computers.
(Image: Be aware of the various writing formats.)
2.
STUCTURING OF THE CONTENT
Introduction, Body and Conclusion: While writing one
should ensure that the content is well organized, with
the overview/basic details comprising the introduction;
all major points with their explanation constituting the
body (preferably divided into a separate paragraph each
for every new point, with titles and subtitles, if
necessary).
(Image: Make sure you structure the content of what
you're
writing well.)
3.
ENSURING CONNECTIVITY
The content that comprises a piece of writing should
reflect fluency and should be connected through a logical
flow of thought, in order to prevent misinterpretation
and catch the attention of the reader.
Moreover, care should be taken to ensure that the flow
is not brought about through a forced/deliberate use of
connectives , as this make the piece extremely
uninteresting and artificial.
(Image: Lack of connectivity can often lead to
communication gaps, misinterpretation and doubts.)
4.
TEMPERING THE CONTENT AS PER THE
LEVEL OF FORMALITY
The level of formality that is shared between the sender
and receiver should define the use of salutations, the
vocabulary, the content, the format and even the medium.
Though not integral to the matter communicated, this
courtesy helps in creating a balanced impression about
the communicator.
(Image: Tone your communication bearing in mind how
formal or casual your relationship is with the receiver.)
5.
STEERING CLEAR OF SHORT
FORM
People may not be aware of the meaning of various
short forms and may thus find it difficult to
interpret them. Moreover, short forms can at time be
culture specific or even organization specific and
may thus unnecessarily complicate the
communication.
(Image: Life in 140 characters is ok for twitter, not
otherwise.)
6.
IMPORTANCE OF
GRAMMER, SPELLING AND
PUNCTUATION
Improper grammar can at worst cause miscommunication
and at least result in unwanted humour and should be
thus avoided. So too, spellings can create the same effect
or can even reflect a careless attitude on part of the
sender.
Finally, effective use of punctuations facilitates reading and
interpretation and can in rare cases even prevent a
completely different meaning, which can result in
miscommunication.
(Image: Bad grammar and spellings can land you in
trouble even today.)
Pic: 1
cont
.
2
Pic:
7.
SENSITIVITY TO THE
AUDIENCE
One needs to be aware of and sensitive to
the emotions, need and nature of the
audience in choosing the
vocabulary, content, illustrations, formats and
medium of communication, as a discomfort in
the audience would hamper rather than facilitate
communication.
(Image: Don't take your audience for granted. Make
8.
IMPORTANCE OF
CREATIVITY
This is especially true in the case of all detailed
writing that seeks to hold the readers' attention.
(Image: Make sure your communication doesn't end
up in a pile of garbage. Be a little creative.)
9.
AVOIDING EXCESSIVE USE
OF JARGON
Excessive use of jargon can put off a reader, who may
not read further, as, unlike a captive audience, the
choice of whether to participate in the
communication rests considerably with the reader.
(Image: Excessive use of jargon hasn't taken anyone
anywhere)
10.
AWARNESS OF THE
AUDIENCE/MEDIUM
The medium needs to be chosen, as per its suitability to the
audience/content; while the content would need tempering as
per the medium/audience. For example, while an elaborate
message can be sent via a letter or an email, an sms, the same
content may have to be heavily edited.
Like all effective communication, good writing could be said to
occur when the gap between 'what one desires to say and what
one is constrained to mean' is negligible or almost non-
existent.
(Image: Making points that are going over your audiences'
heads... be aware of who you're speaking to.)
GOOD WRITING: Features
Completeness: all information needed is provided
Correctness: relevant and precise information
Credibility: support your argument
Clarity: should not be vague, confusing, ambiguous
Conciseness: to the point
Consideration: anticipate the reader’s reaction
Vitality: use the active voice rather than the passive
voice
DIFFERENT WRITING STYLES
There are three types of writing styles:
Colloquial
Casual
Formal
COLLOQUIAL
Colloquial language is an informal, conversational
style of writing. It differs from standard English in
that it often makes use of colourful expressions, and
regional phrases. As a result, it can be difficult to
understand for an a person from a different region or
country.
CASUAL
Casual language involves everyday words and
expressions in a familiar group context, such
as conversations with family or close friends.
The emphasis is on the communication
interaction
itself, and less about the hierarchy, power, control, or
social rank of the individuals communicating.
FORMAL
In business writing, the appropriate style will have
a degree of formality. Formal language is
communication that focuses on professional
expression with attention to rules, protocol, and
appearance. It is characterized by its vocabulary
and the grammatical arrangement of words in a
sentence. That is, writers using a formal style tend
to use a more sophisticated vocabulary.
cont.
Which style you use will depend on your audience,
and often whether your communication is going to
be read only by those in your organization
(internal communications) or by those outside the
organization, (external communications).
SOME DOs AND
DO NOTs
Be Specific: Just like a reporter, communicate the
“who, what, where, why, when and how” of what needs
to done. Stay objective and specific.
Avoid the Passive Voice: Instead of writing “The
program was planned by Dane,” write, “Dane planned
the program.”
Be Concise :There’s no need to be long-winded. Get
to the point. You’ll lose readers if you spout off too
long!
cont.
Get Things Right :Take great care when spelling people’s
names,, and other specifics. And also make sure that you
do a careful proof of your work.
Know When Formal Language is Required: If you’re writing
an informal note to group members, it’s fine to use
contractions (“don’t” instead of “do not”).However, if you’re
writing for a formal audience, like a proposal to the board
of directors, be more formal with your language.
Read It Out Loud :One very effective way to self-proof
your work is to read it out loud. This will help you
determine if you’ve used incorrect words, if your sentences
run on too long, if your tenses don’t match, and more.
First Impressions
No matter what you are writing a few things can create
a negative first impression about your intelligence and
your level of care: misspellings grammatical mistakes
missed words messy delivery and incomplete work.
Three-Step Writing Process
Step 1 Step 2 Step 3
Planning Writing Quality controll
WRITING PROCESS
Planning
Keep objectives in mind and research the
topic
Think about the audience
Outlining helps organize thoughts
cont...
Writing
Follow your outline, use your handbook
Inspiration is acceptable but must be
carefully reviewed
Use the interview approach to supplement the
outline (who, what, where, when, how)
cont…
Quality Control
Reread your work
Be critical of your own
work
TYPES OF WRITING
E-mails
Letters and Memos
Agendas
Reports
Promotional Material
Academic Documents
Research (scientific) manuscripts
White Papers
CONCLUSION
Utilize full potential of written communication
What you write will ultimately define you as
a professional to your colleagues and
superiors
Match the appropriate communication method to
the recipient
Eliminating excessive or unnecessary
communication will improve your workflow
Mastering these skills will improve your ability
and enhance your career.
THANK YOU
