Writing Skills -Nmims- 28.12.2012

7/29/2019 Writing Skills -Nmims- 28.12.2012

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WRITING SKILLS

WHAT A WRITER MUST KNOW?Writing is a Psychological Process.

Writing is effective only when it conveys to

the reader what the writer wants to convey.The writer's feelings (anxiety, confusion or anger) will creep into his writing if he doesnot take care or understand the process.

Likewise, he will manage to convey hisconfidence and enthusiasm if he doesunderstand the dynamics of writing.


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WRITING SKILLS

QUICK TAKES A Good Writing

Reflects the personality of the writer and the image of thecompany.

Establishes a personal contact and manages to conveythe smile and warmth that would be there in a personalmeeting.

Is reader- oriented. Takes care of mutual interests. It must not only read well, it must also look good.


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WRITING SKILLS

PRE-CONDITIONS TO GOOD WRITING"Relax...be natural...just talk."

An Effective writer needs to Acquire

The art and ability of being able to talk onpaper. Basic understanding of grammar. Sufficiently large vocabulary to express

thoughts. Correct spellings. He must be able to present his and readers

point of view.


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WRITING SKILLS

HOW DO WE ACHIEVE IT ?

Definite No Nos

1. LANGUAGE HABITS.2. TOO MANY BIG WORDS.3. TOO MANY LONG WORDS AND PHRASES.4. MEANINGLESS EXPRESSIONS.5. OUTDATED WORDS & PHRASES .6. LOADED WORDS.7. JARGONS & CLICHES.8. LEGAL OBSESSION.9. SURPLUS WORDS OR PADDED PHRASES.10.THE HABIT OF DOUBLING.11.RED-PEPPER WORDS.


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WRITING SKILLS

AVOID 1. DOUBLE NEGATIVES2. SENTENCES ENDING IN PREPOSITIONS3. THE PASSIVE VOICE4. DIVIDING WORDS5. USING EMOTIONAL APPEAL TO MAKE YOUR POINT.

USE LOGIC, GIVE FACTS, STATISTICS,INFORMATION, RATIONAL REASONING

TO MAKE YOUR POINT


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WRITING SKILLS

QUICK TAKES An effective writer must:

Establish Contact.

Tone Should Motivate and Encourage Talking On Paper. Use Short Sentences and Short Words. Use Familiar Words instead of uncommon or old-

fashioned Words. Prefer Concrete Word to the Abstract Word.

Prefer Straight/ Single Words To RoundaboutExpressions. Prefer Active Voice to Passive. Use Logic to Persuade.


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WRITING SKILLS

THE LEAST YOU NEED TO KNOW Writing consists of three tasks :

1. Planning,

2. Drafting , and3. Editing. Take up these three steps

separately, even if you do it in onesitting.


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WRITING SKILLS

Too many people use too many words tosay too little. Certain reasons for this are:

1. Being unclear about the point of their writing.

2. Saying too many things in onedocument.

3. Missing out on the target reader.


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WRITING SKILLS

FIVE STEPS TO PLANNING WRITING1. KNOWING WELL WHAT YOU WANT TO

ACHIEVE

2. GET ALL THE FACTS.3. VISUALISE THE READER OF THE LETTER:4. CHOOSE THE BEST APPEAL. CHOOSE THE

BEST AMMUNITION.5. LEAD THE READER FROM ATTENTION TO

INTEREST TO DESIRE TO ACTION


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WRITING SKILLS

A I D A

A - ATTENTION

I - INTEREST

D - DESIRE A ACTION

This is the universal principle of Communication.


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WRITING SKILLSThe YOU Attitude

There are too many people, very many companies that emphasize I, We , Uand the Company . It is an incorrect approach to take.

Professionalism and good manners require that you show sensitivity to othersfeelings.

Display of anger or inappropriate humour can mar your businessopportunities.

Sensitivity to others feelings is the positive side of business gimmicks. Remember: The Reader is King just as customer is the King in any

business. You must be lavish with You , Your and economical withWe , and The Company .


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WRITING SKILLSDO NOT MAIL A LETTER, DOCUMENT, REPORT, PRESENTATION

UNLESS YOU HAVE ANSWERED THESE QUESTIONS.

Is it Reader-oriented? Have you taken care of the reader'sinterests?

Is it clear, concise, and brief?

Is it tactful? Have you thought from readers point of view? Have you managed goodwill for your company? Have you

made an impression on the reader's mind? Is there a personal touch? Is it conversational? Have you been able to talk to the reader

on paper? Is it helpful? Have you anticipated the reader's needs? Have

you given him useful information? Is it persuasive and friendly? Have you got rid of the negative

words?


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WRITING SKILLSLET'S GET GOING WITH THE PLAN

Once you have a plan, you have answered somevital questions:

1.What's my point?2.Who is my reader/ target?3. What exactly am I going to write about?4. In what order am I going to present it?

5. How do I want the reader to respond?


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WRITING SKILLS

BLUE PRINT FOR WRITINGSTAR, CHAIN AND HOOK

STAR - Attention-Getter.

CHAIN - Interest/ Desire Keeper.

HOOK - Action Motivator.


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WRITING SKILLS

The first sentence should/ must winthe reader's attention.

Upon its power to interest depends hiswillingness to read further.

The attention-getter must be brief,attractive, appropriate, and innovative


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WRITING SKILLS

SOME SUGGESTIONSTO THE UNIVERSAL

QUESTION - HOW DO IBEGIN?


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WRITING SKILLS

TAKE ADVANTAGE OFPREVIOUS CONTACTS


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WRITING SKILLS

USE OF A QUESTION


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WRITING SKILLS

AN INTERESTING FACT


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WRITING SKILLS

INTERESTING STORIESMAKE GOOD STARTS


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WRITING SKILLS

INTERESTINGQUOTATIONS MAKE

GOOD STARTS


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WRITING SKILLS

USE HUMOUROUSQUOTATIONS


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WRITING SKILLS

USE FAMOUS NAMESTO GET ATTENTION


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WRITING SKILLS

COMING DIRECTLY TOTHE POINT CAN DO THE

TRICK


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WRITING SKILLS

TOUCHING THE SOFTSPOTS


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WRITING SKILLS

HOW TO HANDLE ROUTINE LETTERS?

1. MAKE THE OPENING SENTENCE SHORT

2. PERSONALIZE THE OPENING SENTENCE OF THE ROUTINE

LETTER BY INCLUDING WHENEVER POSSIBLE THE NAME OFTHE READER

3. WHILE COMMUNICATING AN UNPLEASANT MESSAGE LIKENON-ACCEPTANCE OF A PROPOSAL, REJECTING A JOBAPPLICATION, TAKE CARE TO DILUTE THE IMPACT BYADDING THAT EXTRA PERSONAL TOUCH.

4. START TALKING IMMEDIATELY. SHAKE OFF THE HABIT OFREPEATING WHAT THE OTHER PERSON HAS SAID.


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WRITING SKILLS

HOW TO HANDLE ROUTINE LETTERS?

1. MAKE THE OPENING SENTENCE SHORT 2. PERSONALIZE THE OPENING SENTENCE OF THE

ROUTINE LETTER BY INCLUDING WHENEVER POSSIBLE

THE NAME OF THE READER3. WHILE COMMUNICATING AN UNPLEASANT MESSAGE

LIKE NON-ACCEPTANCE OF A PROPOSAL, REJECTING AJOB APPLICATION, TAKE CARE TO DILUTE THE IMPACTBY ADDING THAT EXTRA PERSONAL TOUCH.

4. START TALKING IMMEDIATELY. SHAKE OFF THE HABITOF REPEATING WHAT THE OTHER PERSON HAS SAID.

5. SHOWMANSHIP TO WIN ATTENTION


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WRITING SKILLS

THE CHAIN TO BUILD DESIRE The Chain, of course, is the body of the letter

QUICK TAKES 1. The reader has his own worries and job priorities. Your letter must clearly

offer him the benefits.

2. The reader must be able to spot his advantage.3. The proposal/ offer/ application/ adjustment --- must come across in clear

language. There must be nothing vague about the contents.4. Terms and conditions must be clarified.5. In case of unpleasant business, break the good news first and then the bad.

(It can be just routine exchange of pleasantries).6. Mutual interests must be taken care of.7. The letter should have answered all questions that might arise.


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WRITING SKILLS

THE HOOK FOR ACTION The Hook is that confident and

compelling ending which makes the

letter a success. Hook is the climax of a letter. (That is why whiskers are ataboo).


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WRITING SKILLS

THE HOOK FOR ACTION QUICK TAKES

1. If the hook (climax) of the letter is weak, the reader stands at crossroads - unsure and not knowing what todo. Doubt catches up. If the writer shows lack of confidence in his own presentation, does he expect thereader to take the plunge alone?

2. A strong Hook makes the reader more confident of takinga quick decisive action.

3. The climax of the letter has to be strong if the writer wants a decisive action from the reader.

4. End your letter forcefully.


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WRITING SKILLS


1. If the hook (climax) of the letter is weak, the reader stands at crossroads - unsure and not knowing what todo. Doubt catches up. If the writer shows lack of confidence in his own presentation, does he expect thereader to take the plunge alone?

2. A strong Hook makes the reader more confident of takinga quick decisive action.

3. The climax of the letter has to be strong if the writer wants a decisive action from the reader.4. End your letter forcefully.


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WRITING SKILLS


AVOID THE DIVIDED URGE USE "DATED ACTION" AS CLIMAX AND NOT

DIVIDED URGE

AVOID THE 'FATAL FOUR': THEY DEFEAT THEPURPOSE OF THE LETTER.

1. We hope you are favourably impressed. 2. If you wish you may give a trial order. 3. We trust, you will join us for dinner. 4. May we have the pleasure of meeting you soon?


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WRITING SKILLS

GRAMMAR ASPECTS

There isn't a chance for a letter or memo to be good, leave aside great if ithas grammatical errors. Correctness ingrammar is essential because it lendsclarity to the text .


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WRITING SKILLS

DESIGN MAKING UP - THE ART OF LETTER DESIGNING

If a letter or a memo looks messy, or improperly formatted, the reader may read it(but maybe not). If the material is compelling,he may overcome the first impression (butmaybe not).

Therefore, it is not worth taking a chance.Remember the reader reacts to everythingeven the touch of the typist.


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WRITING SKILLS

DESIGN There are four basic elements to aprofessional document:

Proper letterhead and stationery. Proper and attractive format. Correct layout of extra information. Flawless construction - No letter should

be mailed without a special error check.


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WRITING SKILLS

DESIGN A letter constitutes the body copy and severalaccessories. Not all accessories are used in everyletter, but they may include:

The Head Address The date The name of the recipient

His title/ designation His address The salutation

Reference or identification line The complimentary close

Name of the writer His title/ designation Name of the company

Initials of writer and typist Post-script


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WRITING SKILLS

THANK

YOU

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Writing Skills -Nmims- 28.12.2012