Writing skills Presentations
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The document discusses the importance of developing strong writing skills, especially for business communication. It covers various types of business writing like emails, reports, letters, memos, and promotional materials. The document provides tips for effective business writing, such as planning, following guidelines for grammar and spelling, being concise and clear, and proofreading work. It also discusses challenges of email communication and offers suggestions for improving writing style and quality in business documents.
Writing skills Presentations
- 1. Writing Skills Presented By: Saifullah Siddiqui
- 2. Goals And Objectives • Understanding written communication. • Understanding importance of processing good writing skills. • Knowing about different types of documents used for business writing.
- 3. Writing? • One of the best method to communicate. • Writing is one of the oldest known form of communication. • In today’s age of information and technology writing has become a lost art.
- 4. Why Written communication? • Create permanent records. • Allows you to store information for future reference. • Easy to distribute. • All recipient receive the same information. • Necessary for legal and binding documents.
- 5. Writing skills? • A career requirement. • More than a “nice thing to have” - a necessity • Your writing = Your personality. • As a professional, it is crucial to write well. • The ability to write does not require • a unique talent or an outstanding mental ability.
- 7. Planning • Keep objective in mind and research the topic • Think about the audience. • Outlining helps organize thoughts.
- 8. Writing • Follow your outline use your handbook. • Inspiration is acceptable but must be carefully reviewed. • Be careful about grammar, spelling check and punctuation.
- 9. Quality control • Reread your work. • Be critical of your own work.
- 10. Good Writing • Completeness: all information needed is provided. • Correctness: relevant and precise information. • Credibility: support your argument. • Clarity: should not be vague and confusing.
- 11. Business documents A good business documents should always answer the following questions. • What is this document about? • Who wrote it? • How is it organized? • What support the conclusions? • What problem and opportunity does it address?
- 12. Spelling 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.
- 13. Spelling and Grammar Tips • Proofread communication before sending. • Make sure to have subject, verb, and tense agreement. • Ensure proper word usage: – affect/effect there/ their – among/between shall/will – can/may than/then –since/for
- 14. Spelling and Grammar Tips • Proofread communication before sending. • Make sure to have subject, verb, and tense agreement. • Ensure proper word usage: – affect/effect there/ their – among/between shall/will – can/may than/then – since/for
- 15. Types of writing Emails Reports Letters and memos Promotional material Agendas
- 16. E-mails • Email is now the dominant method of communicating in business. • Convenient for communicating with people in different places and different time zone. • Easier to communicate with people who understand written English but cannot speak well. • Message can be save and retrieved easily.
- 17. E-mails (challenges) • Email is often sent without re-reading, proof-reading and other standards applied to written communication. “We press the send button too soon”. • Many users cannot realize the potential outcome of what is being sent through emails. • Business emails should be concise and to the point. • The language in business emails should not be overly formal.
- 18. E-mail Manners • Always include subject or email title. • Do not be casual. • Consider if email is the appropriate tool. • Make one point per-email. • Do not use all capital or lower letter. • Avoid “flaming”.
- 19. Reports • Define the main points. • Define the goals and objectives. • Collect the evidence needed to support the main points. • Organize the reports.
- 20. Common Errors and Tips • Company name usage. • Shortened words, (thru, condn, mgmt, ref). • Repetition of words. For Example file the file in file folder. • Use of bold. • Upper case.
- 21. Common Errors and Tips Punctuation: • Use commas to separate elements in a series, and to separate ideas or clauses. • Use correct punctuation in abbreviations for example i.e., that is etc., et cetera. • Do not use multiple punctuation marks for example !!!, …???, etc. Note: • Hyphen and dash usage. • Confusion between it and it’s. • Do not switch tense very often.
- 22. Letters And Memos • Letter and memos are the basic vehicle of business communication. • They should be brief and make a single point(not more than 2 pages). • Letters are for external communication. • Memos are for internal communication. Note : All business letters should include: • Heading or letter head • Subject line • Date and inside address. • Closing and signature. • Enclosure or CC
- 23. All business memos should include: TO: ( to whom is the memo directed?) FROM: (who wrote the memo?) DATE. SUBJECT OR RE:
- 24. “The greatest problem in communication is the ILLUSION that it has been accomplished.”
- 25. Have you Hit your Target? • In written communication moat confusion & frustration are caused by failing to be specific. • Make it clear , brief and concise.
- 26. Commandments • Know what you want to say before you say it. • Keep it simple and use bullet points. • Call to action. • Edit • Spell check. • Follow up. • WIIFM (what’s in it for me?)
- 27. Conclusions • Utilize full potential of written communication. • Use frequent emails as per your requirement. • What you write ultimately define you as a professional to your colleagues and superiors. • Match the appropriate communication method to recipient. • Eliminating excessive or unnecessary communication will improve your workflow. • Mastering these skills will improve your ability and enhance your career.
- 28. Thank You