Reading

Reading-Reading is the process of analyzing, understanding and interpreting the

text.

Types of reading-The types of reading are given below-

1-Skimming- Skimming is the process of reading quickly in to get a general idea of

the text.

2-Scanning-When a text is read for some specific piece of information the process
involved in reading is known as scanning.

3-Churning-Churning means getting to the gist of the text. It is a combination of

interpretation and inference.

4-Assimilation -It means taking into account all the aspects of the text and then
interpreting it.

SCANNING
Scanning is the act of searching a particular information in a text with a particular
approach. For instance, if you want to know the meaning of the word ‘virtuous’ from
a dictionary, you will start searching the letter V first, then I, and then R; by then
you probably will have found the word. This process of searching is called scanning.
It is a technique of fast reading.
PURPOSES OF SCANNING
To search for a word in a dictionary or index
To find a phone number or an address in a directory
To check the time schedule of a program in an agenda
To check the price of a specific item in a catalog
To know a particular information from a text
SCANNING: STEPS TO FOLLOW
Before starting to scan a text for a particular information, you know some basic
things about that text. You will not be able to scan a text efficiently if you do not
have a basic idea about that text. If the text is completely unknown to you, you
should skim it first to get some ideas about that text. This will help you to guess the
section or part of the text where you might find the information you need.
Notice how the information is arranged. It can be arranged either alphabetically or
numerically. However, some texts are not arranged at all. In that case, you have to
guess a section and scan it through to get your information.
Scanning a random unknown page of a text is difficult. It may take more time than
the usual. However, it won’t take too much time if you move your eyes vertically
and diagonally keeping in mind the exact letters or numbers you are looking for.

SKIMMING
Skimming is the other technique of fast reading. Skimming is the act of glancing
through a text for gathering a basic idea about that text. For instance, if you want to
read an interesting article on the newspaper and you do not have enough time to read
more than one article, you will skim through most of the article to decide exactly
which article you want to read. Skimming will also save a great amount of your
valuable time if you know how to skim a text efficiently.

PURPOSES OF SKIMMING
To see what is in the news on a website or on a paper
To look through a text to decide whether you want to read it or not
To look through the television guide/program schedule to plan your evening
To see through a catalog to choose an offer
To go through the options after searching something on Google
SKIMMING: STEPS TO FOLLOW
Read the title first. Generally, titles will give you the most important idea of the text.
If the title does not interest you, you will probably skip it at once.
Then read the sub-headings (if any) of the text. It will give a basic idea about the
text and what’s in it.
If there is no sub-heading, read the first line or first few lines of the text. It will give
you the gist of the text.
If you want to skim it further, you may read the first lines of all the paragraphs and
focus on the emphasized (bolded & italicized) words in them to get more ideas about

4. I know it.
the text.

Churning:-

This process is slower in reading style that involves grasping of concepts. It means
“chewing the cud”(churning out butter from milk) i.e. contemplating or
analyzing/ extracting meanings from the words or sentences in order to follow
the process of interpretation.

After you skim and scan the text quickly to get the core idea and a general gist’s of
the content. In order words you must have a slow reading of the text once or twice
so as to understand its primary and secondary ideas in detail.

The process involves:-

1) Reading between the lines

To understand the hidden meanings and intention behind the explicitly stated
words. This means to understand the implied meaning or what is being unsaid
by ‘connecting the dots’.
Suppose, one of your friends says, ‘i am eagerly looking for your birthday
party’. But when you say ‘I am afraid it may be cancelled for some reasons’
he/she doesn't appear to be concerned. In such situations you can
understand that your friend is not interested in your birthday party.
2) Inferring meanings- lexical and contextual-
This refers to enhancing your vocabulary can boost your reading speed
and comprehension. Good vocabulary enables you to detect subtle
differences in sentence meaning that may hold the key to the meaning of an
entire paragraph or passage.
We can categorize the word knowledge into four categories:-
1. I never saw it before.
2. I have heard of it but don't know what it means.
3. I recognize it in context- it has something to do with…
4. I know it.

Reading requires you to make inferences that depend on the prior knowledge-
lexical word and contextual meanings. This is the first step towards
understanding a written message, one needs to perceive words and phrases
used to recognize their definitions to follow what you read.
The words in isolation convey one meaning but words integrated (linked)
groups convey another i.e. Special meanings.
Therefore it is necessary:-
 To have domain knowledge to give meanings to otherwise confusing
sentences.(know individual meanings of words). Example: - gigantic and
luminous; the earliest star formed like a pearl inside a shell of swirling gas.
 Don't stop reading when you are not able to recall the word meanings.
 Get a clue of the meaning of a word from the text.
 Meaning of an unknown word through its extended definition or stated
qualities.
 If you know antonyms you can guess the meaning.
 Remembering words through appropriate phrases; “hallowed halls of
academia”.
3) Understanding the discourse of coherence-
It refers to logical development of ideas through a piece of writing on a
particular subject. It uses a variety of expressions like; but, yet, so, as, since,
while, whereas, nonetheless, despite, consequently, either, indeed, eventually,
hence, in conclusion. These words are used to join the ideas to one another
and are called ‘connectors’ or ‘signal words’, it shows the connection
between what has been written and what is going to be written. To achieve
discourse of coherence- avoid short sentences, maintain logical
organization of sentences, and transition up to your use.

Assimilation

It refers to taking in or comprehending the text so you can answer the

questions based on the text. It is the end process after skimming, scanning and
churning.

It includes:-

 Structure of the text- most text starts with title and sometimes subtitle,
after that comes the introduction and the body followed by conclusion
and summary. An important aspect of reading is prediction. The better you
can predict what you are going to read, the faster and more effectively
you will read. The prediction process begins with the title as we take a guess
 about the text when paragraphs are linked in a way to put subject matter
prediction in the right way.
 Structure of a paragraph- A typical paragraph consists of three parts: - topic
(heart of the paragraph, the topic sentences contains the new aspects of the
subject of the text; the second part consists of sentences which develops
support for the topic sentence. It may contain arguments, explanations, details,
examples, and other supporting evidence. The third part of the paragraph is
often summary or linking sentences to the next paragraph.
 Punctuation- it is partly based on grammar. Commas are used to separate
clauses. If you understand the meaning and usage of punctuation marks,
it will be easier to understand the grammatical structures. Punctuation
also refers to how the author wants you to interpret the text; brackets (addition
to sentence).
 Author’s viewpoint- the author shows his/her opinion either by adding certain
phrases or by adding value to a word; shows expressions of surprise, shock,
regret, happiness etc.
 Summarize- it is advisable to make notes of essential information in the text,
the result is a short outline of the text containing all its important aspects. The
following steps should follow to write a summary:- familiarize yourself with
material, select important information, paraphrase information, insert link
between sentences and paragraphs(using connectors), adjust length.
EFFECTIVE WRITING

Effective writing refers to writing that is clear, concise, persuasive, and achieves its
intended purpose. Effective writing is important in many different contexts,
including business, academia, and personal communication.

Effective writing involves a range of tools and techniques that can help writers to
communicate their ideas clearly and effectively. These tools and techniques include:

1. Clarity: Effective writing should be clear and easy to understand. This

involves using simple language, avoiding jargon, and organizing information
in a logical manner. Clear writing helps readers to understand the information
being presented and reduces the likelihood of confusion or misunderstanding.
2. Conciseness: Effective writing should be concise and to the point. This
involves using as few words as possible to communicate the necessary
information. Concise writing helps readers to focus on the most important
information and reduces the risk of losing their attention.
3. Audience awareness: Effective writing is tailored to the audience for which
it is intended. This involves considering the reader's level of knowledge and
familiarity with the topic, as well as their expectations and needs. Writing that
is well-suited to the audience is more likely to be well-received and achieve
its intended purpose.
4. Grammar and syntax: Effective writing should be free of grammatical errors
and adhere to standard rules of syntax. This involves using correct
punctuation, spelling, and grammar, and structuring sentences in a way that is
easy to read. Proper grammar and syntax help to ensure that the writing is
clear and easy to understand.
5. Tone: Effective writing should have an appropriate tone, based on the
intended audience and purpose of the writing. This involves using language
 and phrasing that is appropriate for the context, and avoiding language that is
overly formal or informal. Tone can help to establish a connection with the
reader and can help to convey the intended message.
6. Organization: Effective writing should be well-organized, with a clear
structure and logical flow. This involves using headings and subheadings to
break up the text, and organizing information in a way that is easy to follow.
Good organization helps readers to navigate the text and understand the
information being presented.
7. Persuasion: Effective writing often involves persuading the reader to accept
a particular point of view or take a particular action. This involves using
evidence and logical arguments to support a particular position or idea.
Persuasive writing can help to motivate readers and encourage them.

IMPORTANCE OF EFFECTIVE WRITING

Effective writing is important for a variety of reasons, including:

1. Communication: Effective writing is the key to clear communication.

Whether you are writing a report, an email, or a blog post, being able to
communicate your ideas clearly and concisely is essential. Effective writing
ensures that your message is understood and that there is no confusion or
misunderstanding.
2. Professionalism: Effective writing is a key aspect of professionalism in many
industries. Employers and clients expect clear and concise communication
from their employees or service providers. Effective writing can help to
establish your credibility and professionalism.
 3. Efficiency: Effective writing can help to save time and increase efficiency.
When you are able to communicate your ideas clearly and concisely, you are
less likely to need to spend additional time clarifying or revising your
message. This can help you to be more productive and get more done in less
time.
4. Credibility: Effective writing can help to establish your credibility as an
expert in your field. When you are able to communicate your ideas clearly and
persuasively, you are more likely to be seen as knowledgeable and
authoritative.
5. Persuasion: Effective writing can be used to persuade and influence others.
Whether you are trying to convince someone to buy a product or service,
support a particular cause, or take a specific action, being able to communicate
your ideas persuasively is essential.
6. Personal growth: Effective writing can also be a tool for personal growth and
development. Writing can help you to clarify your thoughts and ideas, and can
help you to better understand your own beliefs and values.

Overall, effective writing is a critical skill that can benefit you both professionally
and personally. By improving your writing skills, you can communicate more
effectively, increase your credibility, and achieve your goals more easily.

7CS OF EFFECTIVE WRITING

The 7 Cs of effective writing are a set of guidelines that help writers to communicate
their ideas clearly and effectively. Here are the 7 Cs:
 1. Clear: Effective writing should be clear and easy to understand. This involves
using simple language, avoiding jargon, and organizing information in a
logical manner.
2. Concise: Effective writing should be concise and to the point. This involves
using as few words as possible to communicate the necessary information.
3. Correct: Effective writing should be free of errors in grammar, spelling, and
punctuation. Writers should take care to proofread their work and ensure that
it is error-free.
4. Complete: Effective writing should provide all of the necessary information
to the reader. This involves ensuring that the writing answers all of the reader's
questions and provides all of the necessary context.
5. Concrete: Effective writing should be concrete and specific. This involves
using concrete examples and avoiding vague or abstract language.
6. Coherent: Effective writing should be coherent and well-organized. This
involves using transitions to connect ideas and ensuring that the writing flows
logically from one idea to the next.
7. Courteous: Effective writing should be courteous and respectful. This
involves avoiding offensive or inflammatory language and being mindful of
the reader's needs and expectations.

By following these 7 Cs, writers can communicate their ideas clearly and effectively,
while also demonstrating respect for their readers and their readers' needs.

Effective writing requires careful consideration of the tools and methods used to
convey information.

Various methods are as follows:

Inductive: This method involves starting with specific examples or evidence and
drawing a general conclusion from them. The writer presents evidence to support a
claim or argument, and then draws a conclusion based on that evidence. Inductive
reasoning is often used in persuasive writing, where the author is trying to convince
the reader to accept a particular point of view.

Deductive: This method involves starting with a general statement or theory and
then presenting evidence to support it. The writer presents a theory or hypothesis,
and then presents evidence to support or refute it. Deductive reasoning is often used
in scientific writing, where the author is trying to prove or disprove a hypothesis.

Exposition: This method involves presenting information in a clear and concise

manner, using examples and explanations to help the reader understand complex
ideas. The writer presents information in a logical and structured way, explaining
concepts or theories in a way that is easy to understand. Exposition is often used in
academic writing, where the writer needs to explain a concept or theory in detail.

Linear: This method involves presenting information in a chronological or

sequential order, where each piece of information builds on the one before it. The
writer presents information in a linear manner, with each point leading logically to
the next. Linear writing is often used in narrative writing, where the writer tells a
story or recounts a series of events.

Interrupted: This method involves presenting information in a non-linear or

fragmented manner, where the reader must piece together the information to form a
complete understanding. The writer presents information in a way that is
intentionally confusing or disorienting, forcing the reader to actively engage with
the text. Interrupted writing is often used in experimental or avant-garde writing,
where the writer wants to challenge the reader's expectations.
Spatial: This method involves presenting information in a spatial or visual manner,
where the reader must use images or diagrams to understand the information. The
writer presents information in a way that is easy to visualize or understand, using
images or diagrams to explain complex concepts. Spatial writing is often used in
technical writing, where the writer needs to explain complex systems or structures.

Chronological: This method involves presenting information in the order in which

it occurred. The writer presents events in a specific order, showing cause and effect
or explaining how one event led to another. Chronological writing is often used in
historical writing, where the writer needs to present events in a specific order to show
how they unfolded over time.

Overall, the tools and methods used in writing should be chosen based on the purpose
and audience of the writing. By using the right tools and methods, writers can
effectively convey their ideas and communicate with their audience in a clear and
effective manner.

BUSINESS CORRESPONDENCE AND OFFICIAL CORRESPONDENCE

BUSINESS CORRESPONDENCE

Business correspondence implies the trading of data in a composed arrangement for

the smooth running of business operations. Business correspondence can occur
between associations, inside associations, or between the clients and the association.
The correspondence alludes to the composed correspondence between people.
Consequently, oral correspondence or face to face correspondence isn’t business
correspondence. Written forms of communications are said to be correspondence.
Individuals identified with a business communicate through business
correspondence. One can question in cases of any uncertainty or vulnerability
through business correspondence. A money manager maintains a record of personal
and business financial operations, generates expenditure reports, overviews the
daily, weekly, and monthly financial data for a business organization. A
correspondence between two associations or inside an association goes under this
classification. A letter to a provider, complaint letters, letters of request, employment
form letters are a portion of its models.

Significance of Business Correspondence

Business correspondence has quantities of significance. Its most significant

component is the simplicity of approaching and speaking at various gatherings. It
isn’t generally conceivable to meet people face to face. A business correspondence
aims to meet some hierarchical objectives. One can accomplish the desired goals
through it. Let us concentrate on some of them for an in-depth understanding.

Maintaining a Proper Relationship: It isn’t generally workable for any business

or association to reach any individual specifically and at this point the business
correspondence will be a failure for any business. It helps in keeping up the correct
connections between the gatherings. Business correspondence reinforces the
business and also helps in inner correspondence. It makes correspondence within the
association more apparent and simple.

Serves as Evidence: Any composed type of correspondence fills in as proof. A

business correspondence helps the individual in a business to track the real factors.
These can serve as proofs for usage later in the long run.

Create and Maintain Goodwill: It helps in making and keeping up altruism

between a business and a client. Any letter to enquire, protest, proposal or criticisms
causes an organization to develop and look after generosity.
Inexpensive and Convenient: It involves low cost and is advantageous for all types
of businesses. It is the most convenient way to maintain formal relationships within
and outside the organization.

Formal Communication: A business correspondence serves as a proper

correspondence between two people, whether a dealer or a purchaser. It can also be
between a worker and the business. The language used is formal and consistent. It
helps in eliminating the vagueness and the questions of the individual engaged with
the business. An adequately informed correspondence should be followed in all the
business correspondences.

Helps in the Expansion of Business: A business correspondence encourages a

business to accomplish the set objectives. It additionally guarantees the extension of
a business. A business can progress when the operations are productive and there are
no wastages of resources both human and technical. Business correspondence helps
to promote data with respect to certain assets any item in the market. The information
on the extension of business can also be spread by business correspondence.

Types of Business Correspondence

Business correspondence is of many kinds. Let us get ourselves acquainted with

some of them.

Internal Correspondence: It refers to the correspondence between the people,

divisions, or parts of the same organization.

External Correspondence: It refers to the correspondence between two people.

They are not necessarily from the same organization but also client and providers,
banks, instructive organizations, government divisions go under this classification.
Routine Correspondence: It is the correspondence on routine activities. A
correspondence made for requests, orders, answers, affirmations, greeting, and
arrangement letters are normal correspondence.

Sales Correspondence: It refers to the correspondence identified with the deals.

Direct mail advertisements, deals reports, receipt, and affirmation of requests are
deal correspondence. Conveyance letters, articulation of records, and so forth are
also some of its divisions.

Personalized Correspondence: It implies correspondence like; letters of

solicitation, suggestion, and appreciation. Letter of presentation, provision, and the
refusal of terms are a part of this type of correspondence.

Circulars: It refers to the correspondence of normal issues to countless people or

firms. Fliers, notification of tenders, differences in address, the opening of a new
branch come under this classification. A presentation of new items also forms the
part of this category.

OFFICIAL CORRESPONDENCE

Official Correspondence means the official form of communication and includes any
routine part of work in an office. The letters are written between various departments
and government departments, autonomous bodies, or government and semi-
government departments. It includes letters written between two governments, from
one state government to another state government or central government or vice
versa, between intergovernmental governments. The official correspondence is not
friendly, just like business correspondence. The personal touch is not to be given to
any of the official correspondences. It is also defined as the correspondence
continued formally between officials and different divisions of the administration,
for example, orders, reports, letters, endorsements, and so forth.

All the official correspondence between the heads of the various branches of the
organizations of any order and its administrator must go through a proper channel.
When officials communicate they have to go through the hierarchy and have to come
through the same for making proposals, requests, or asking for any kind of
privileges.

A similar guideline is to be followed in verbal correspondence: for instance, a

lieutenant looking for an extravagance must apply through his chief, the skipper
through the assistant, etc. All correspondence identifying with or including the
faculty of the military when sent to the Secretary of War for his requests must be
sent through the assistant general for the consideration of the general of the military.

Points of
Official Correspondence Business correspondence
Difference
The reason for the official The reason for Business letters
Purpose letter is to serve the official
is to make or keep up business
interest. or business relations.
Nature Its nature is official. Its nature is business.
Different elements of business,
for example, exchanging,
fabricating, showcasing, HR
exercises, obtainment of
An official request, guidance, materials, securing and removal
Subject roundabout, is communicated of resources, credit the
through an official letter. executives, promotion of the
product offering, contact with
different private and govt.
bodies are managed through
business letters.
The particular and pre-decided Any sort of formal structure can
Structure
structure is needed to be be followed here
 followed to compose such a
letter

There could conceivably be

Salutation any formal greetings in such a Welcome is necessary here
letter
The obliging free close is an
Complimentary There is no obliging free close
absolute necessity in such a
Close in such a letter
letter.
It can use both direct and
Method It uses only the direct method
indirect method

AGENDA, NOTICES, MINUTES OF MEETING

Agenda, Notices, and Minutes of Meeting are important documents used in meetings
to ensure effective communication, decision-making, and accountability.

Agenda: An agenda is a document that outlines the topics to be discussed in a

meeting. It serves as a roadmap for the meeting and helps participants to prepare for
the discussion. A typical agenda includes the date, time, and location of the meeting,
a list of attendees, and a list of topics to be discussed, along with a time allotment
for each topic.

Notices: Notices are documents that provide information about a meeting, such as
the date, time, location, and purpose of the meeting. Notices are typically sent to the
participants in advance of the meeting to give them enough time to prepare and
attend. Notices can be sent via email, letter, or other forms of communication.

Minutes of Meeting: Minutes of Meeting are written records of the discussion,

decisions, and actions taken during a meeting. Minutes serve as a record of what was
discussed, what decisions were made, and what actions were taken. They also serve
as a reference for participants who were unable to attend the meeting or for those
who need to review the discussion later. A typical minutes of meeting document
includes the date, time, and location of the meeting, a list of attendees, a summary
of the discussion for each topic, decisions made, and any action items assigned to
participants.

Agenda, notices, and minutes of meeting are important documents that play a crucial
role in ensuring that meetings are productive, effective, and transparent. They
provide structure, focus, and accountability for the meeting and help to ensure that
the outcomes of the meeting are documented and communicated to all relevant
parties.

Example of notice : (all details/format will be same as discussed in the class)

NAME OF THE ORGANIZATION

Notice

02/03/2023

PROGRESS REVIEW MEETING

This is to inform you that there will be a team meeting on Friday, March 12th, 2023,
at 10:00 am. The meeting will be held at our office located at 123 Main Street,
Anytown, USA.

The purpose of this meeting is to discuss the progress of our ongoing project and to
identify any issues or challenges that need to be addressed. We will also review the
project timeline and discuss next steps.

Please confirm your attendance by replying to this email no later than Wednesday,
March 10th, 2023.

[Your Name]
Agenda:

Meeting Agenda: Project Review and Next Steps

Date: Friday, March 12th, 2023

Time: 10:00 am - 12:00 pm

Location: 123 Main Street, Anytown, USA

Agenda:

 Welcome and Introductions

 Review of Project Progress
 Identification of Issues and Challenges
 Review of Project Timeline
 Discussion of Next Steps
 Action Items and Assignments
 Adjournment
Minutes of Meeting:

Meeting Minutes: Project Review and Next Steps

Date: Friday, March 12th, 2023

Time: 10:00 am - 12:00 pm

Location: 123 Main Street, Anytown, USA

Attendees:

[Name], Project Manager

[Name], Team Member

[Name], Team Member

[Name], Team Member

Agenda:

Welcome and Introductions

The meeting was called to order by the Project Manager at 10:00 am. Attendees
introduced themselves.

Review of Project Progress

The Project Manager provided an overview of the project progress to date.

Identification of Issues and Challenges

Attendees discussed several issues and challenges, including a delay in receiving

necessary materials and a need for additional resources.
Review of Project Timeline

The Project Manager reviewed the project timeline and identified areas where the
timeline may need to be adjusted.

Discussion of Next Steps

Attendees discussed potential solutions to the issues and challenges identified and
identified next steps for the project.

Action Items and Assignments

The Project Manager assigned action items to each attendee and set deadlines for
completion.

Adjournment

The meeting was adjourned at 12:00 pm.

Next Meeting:

The next team meeting is scheduled for Friday, April 9th, 2023, at 10:00 am.

[Name], Secretary.

Another example
 Minutes of Meeting

Meeting Name: Sales Team Meeting

Date: March 1, 2023

Time: 10:00 AM - 11:00 AM

Location: Conference Room A

Attendees:

1. John Smith
2. Sarah Johnson
3. Michael Lee
4. David Brown
5. Katie Jackson
6. Guest: Lisa Green

Apologies(Absentee): None

Agenda:

 Introduction and welcome by John Smith

 Review of sales performance for the past month
  Discussion of upcoming marketing campaigns
 Open floor for questions and suggestions
 Assigning action items

Discussion:

John Smith welcomed everyone and opened the floor for discussion.

Sarah Johnson presented the sales performance report for the past month,
highlighting the achievements and areas for improvement. The team discussed the
report and identified some strategies to improve sales for the next quarter.

Michael Lee presented the upcoming marketing campaigns, which the team
discussed and provided feedback. Lisa Green, the guest, suggested some additional
marketing channels that the team could consider.

David Brown asked a question about the pricing strategy for a new product, and the
team discussed the options and agreed on a course of action.

Katie Jackson assigned action items to each team member, including following up
on leads, preparing for the next meeting, and researching new marketing channels.

Action Items:

John Smith: Provide feedback on the new pricing strategy.

Sarah Johnson: Follow up on leads from the past month.

Michael Lee: Prepare for the next meeting.

David Brown: Research new marketing channels.

Katie Jackson: Coordinate with Lisa Green on the new marketing strategy.
Adjournment:

John Smith thanked everyone for attending the meeting and adjourned the meeting
at 11:00 AM.

Submitted by,

Katie Jackson,

Secretary

Please Read Agenda, notices, and minutes of meeting PDF for in-depth details.