ONE FORM OF COMMUNICATION: WRITTEN COMMUNICATION.pptx

ONE FORM OF COMMUNICATION: WRITTEN COMMUNICATION.pptx

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  Dr. SHAILAJA B ASSOCIATEPROFESSOR WRITTEN COMMUNICATION
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   Written communicationhas great significance in today’s business world.  It is an innovative activity of the mind. Effective written communication is essential for preparing worthy promotional materials for business development.  Speech came before writing.  But writing is more unique and formal than speech.  Effective writing involves careful choice of words, their organization in correct order in sentences formation as well as cohesive composition of sentences.  Also, writing is more valid and reliable than speech. But while speech is spontaneous, writing causes delay and takes time as feedback is not immediate. WHAT IS WRITTEN COMMUNICATION?
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  • Written communicationinvolves any type of message that makes use of the written word. • Written communication is the most important and the most effective of any mode of business communication. • Written communication is very common business situations, so it's important for everyone in an organization, from the employee to the Chief Executive Office, to develop effective written communication skills. • To be effective, written communication should be: • Completeness • Clarity • Correctness • Conciseness • Courtesy WRITTEN COMMUNICATION
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  Written communication shouldbe proceeded with thought and analysis Written communication must be in clear, correct, simple and in easy language The writer should have the sound knowledge of the subject dealing with The writer must be careful regarding correctness of the information Writer should have a sound knowledge of language regarding spelling and grammatical words. In written communication promptness helps to win and influence customers EFFECTIVE WRITTEN COMMUNICATION
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  PRE- WRITING DRAFTIN G REVISIN G EDITIN G PUBLISHIN G PROCESS OF WRITTENCOMMUNICATION
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  IMPORTANCE OF WRITTENCOMMUNICATION • It is different from oral communication • The clear expressions of ideas • Grammar plays a huge part • Logical organization • Clear flow of ideas • Written communication usually requires more thought and effort than any other modes of communication. • Writing must be concise, informative and easy to read as both an informative and instructional tool. • The importance of written communication in business is evident by the plethora of forms, manuals and materials that companies publish each day.
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   Written communicationcan take the form of legal documents or manuals.  For example :- OSHA (Occupational Safety and Health Administration) outlines health and safety policies and procedures for industrial and commercial businesses. These documents ensure clarity among employees and minimize the chance for any misunderstanding. SIGNIFICANCE OF WRITTEN COMMUNICATION
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   Written communicationis also important for instructing employees on certain tasks and projects.  For example :- A boss may meet with an employee about a special project. She may hand the employee a list of tasks she wants completed for the day. The written instructions may inform the employee whom to contact for certain information. The boss may also indicate which items are most important so the employee can prioritize his tasks. IDENTIFICATION OF WRITTEN COMMUNICATION
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   Company managersmust use written communication in the form of reports or presentations.  For example: A marketing research manager will often analyze results from a survey in a report. She may recommend certain strategies also management, based on consumer needs and preferences. Written presentations are an effective means of providing key information to other departments. FUNCTION OF WRITTEN COMMUNICATION
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  Written communication isalso important for business advertising. Small companies need to promote their businesses to potential consumers and business customers. Written advertisements include direct mail pieces such as sales letters and brochures, magazine display ads, fliers, Internet ads and catalogs. FEATURES OF WRITTEN COMMUNICATION
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  1. KEEP ITSIMPLE: ◦ You may think complex sentences make you sound impressive, but they can prevent your ideas from getting across. Use “during” instead of “during the course of.” ◦ Don’t say, “Is it possible to meet with you and your husband at your earliest possible convenience in order to discuss the matter of listing your home for sale with me and my company?” Instead, say “When may I talk with you and your husband about listing your home?” 2. AVOID JARGON AND OVERUSE OF BIG WORDS Sometimes you need a complex word or phrase to express your ideas clearly. But if a shorter word can do the job, use it instead. I. Use “speed up” instead of “expedite.” II. Use “plan” instead of “strategize.” III. Use “assume” instead of “postulate.” IV. Use “use” instead of “utilization.” V. Use “try” instead of “endeavor.” VI. Use “sent” instead of “transmitted.” BUSINESS WRITING TIPS
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  3. USE CONCRETE,SPECIFIC WORDS RATHER THAN VAGUE, GENERAL ONES: For Example: Say, I have sold three houses in your neighborhood in the last year,” instead of “I’ve worked with several people in your neighborhood.” 4. WRITE AS YOU TALK: Ask yourself, how would I say it if the reader were sitting across the desk from me? Use contractions where appropriate; use the words “you,” “me,” “us,” and “I” to make your writing more people- oriented.TIP: Keep a file of the best- written letters, memos and reports that you have received and model your writing after them.
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  5. USE ACTIVEVERBS TO BRING WRITING TO LIFE AND MAKE IT SOUND CONVERSTIONAL: In talking we almost always use active verbs: “Jackson hit a line drive to center field.” But in business, we too often say: “A line drive to center field was hit by Jackson.” 6. VARY SENTENCE LENGTH, BUT AVOID OVER LONG SENTENCES: Try for an average sentence length of 17 words. Introduce no more than one or two ideas per sentence. 7. USE SHORT PARAGRAPHS TO BREAK UP BUSINESS LETTERS AND INCREASE READABILITY: The average paragraph in a business letter is two sentences long. Long paragraphs often contain more than one idea and can be split so that each idea has its own paragraph.
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  8. BE CAREFULOF GENGER USAGE:  Although it’s grammatically correct to use the male pronoun, “his,” when referring to both sexes, this may offend some people. Make sentences plural to eliminate this problem. “Associates should turn in their call reports weekly”. 9. ALWAYS EDIT AND PROOFREAD YOUR COMMUNICATION BEFORE SENDING THEM:  Remember “Spell Check” doesn’t catch everything. And don’t forget to check misspellings and grammar, this may reflect your company image. 10. TIPS FOR WRITING A POSITIVE TONE:  Establishing the right tone in written communication can make the difference between a positive response and a hostile one. To help create a positive tone : Avoid “I.” Instead use “you” as the subject of sentences to get the reader involved.  Words with negative connotations include: delay, doubt, difficult, fail, problem.  Words with positive connotations include: glad, improvement, service, happy,
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  ADVANTAGES OF WRITTENCOMMUNICATION • Easy to preserve • Easy presentation of complex matters • Permanent record • Prevention of wastage of time and money • Accurate presentation • Delegation of authority • Longevity and used as a reference • Effective communication • Maintaining image • Proper information • Less distortion property • Controlling tool • Easy to verify
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  DISADVANTAGES OF WRITTENCOMMUNICATION • Expensive • Time consuming • Useless for illiterate persons • Difficult to maintain secrecy • Delay in response and decision making • Complex words • Lack of direct relation