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Effective Mechanics of Writing

This document provides guidance on effective mechanics of writing. It discusses clear writing starting with clear thinking, using plain language. There are three key steps to effective writing: planning, composing, and revising. Planning involves establishing the purpose, analyzing the audience and main idea. Composing involves organizing and formulating the message. Revising involves editing, reviewing and proofreading the message. Additional tips include using simple language, identifying the purpose, analyzing the audience, choosing ideas, collecting supporting data, and organizing the message structure. Proper spelling, grammar and punctuation are also important. The 7C's of communication and conclusion emphasize continuously improving writing skills over time.

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umar altaf
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0% found this document useful (0 votes)
62 views23 pages

Effective Mechanics of Writing

This document provides guidance on effective mechanics of writing. It discusses clear writing starting with clear thinking, using plain language. There are three key steps to effective writing: planning, composing, and revising. Planning involves establishing the purpose, analyzing the audience and main idea. Composing involves organizing and formulating the message. Revising involves editing, reviewing and proofreading the message. Additional tips include using simple language, identifying the purpose, analyzing the audience, choosing ideas, collecting supporting data, and organizing the message structure. Proper spelling, grammar and punctuation are also important. The 7C's of communication and conclusion emphasize continuously improving writing skills over time.

Uploaded by

umar altaf
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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Effective Mechanics Of Writing

How to write a useful Proposal, Application,


Report, Suggestions and E-Mail

1
Introduction

• It is transfer of information, thoughts or ideas


to create shared understanding between a
sender and a receiver. The information may be
written or spoken, professional or social,
personal or impersonal to name a few
possibilities.

2
Clear Writing Starts With Clear Thinking
• Use clear words and clear thinking:
• Example:
Clunky Words Clear Words
A majority of Most
At the present moment Now
Due to the fact that Because
> My first visit to Dubai will always be
remembered by me
> I will always remember my first visit to
Dubai. 3
Three Steps Of Effective Writing
• Planning:
• Purpose of message.
• Analyze the audience.
• Established main idea.
• Select channel & medium.

• Composing:
• Organize your message.
• Formulate the message.

• Revising:
• Edit your message.
• Review your message.
• Produce your message.
• Proof reading the message.
4
Define Message Purpose

– Clear purpose.
– Rational Purpose.
– Creating goodwill of the organization.
– Understanding your message in good manner.
– Focus on the contents.
– Understand your message type → General or
specific.

5
Analyze Your Audience

– Who is your message audience.


– Determine the size and composition of audience.
– Focus on the common interest of your audience.
– Gauge the audience level of understanding.
– Understand the audience need.
– Understand the audience culture.
– Understand the audience attitude.

6
Established Main Idea
– Story’s teller tour.
– Random list.
– FCR work sheet.
– Question and answer chain.

7
Select Channel And Medium
• Oral:
– Words
– Speech
– Sentences
• Written:
– Presentation
– Brief
– letter
• Electronics:
– E-mail
– Text message
– Telegram
– Video calls

8
Organize The Message

– Clarity.
– Avoid to write long message.
– Avoid different idioms and phrases.
– Use easy words → understand able.
– Try to save audience time.

9
Formulate The Message

– Watch your style during the composing message.


– Established your relationship with audience.
– Use humor only with great care.
– Use “You” attitude.
– Avoid “You” and “Yours” to excess when assigning
blame on anyone.
– Established credibility, don't make false promises.

10
Edit The Message
– Content and organize the message.
– Grammar mechanics.
– Format editing.
– Avoid confuse spelling.
– Use strong words.
– Use positive verbs.
– Use familiar words.
– Use bias free language.

11
Rewriting Your Message

– Re-write passage.
– Re-write sentences.
– Crete effective sentences.
– Avoid complex and compound sentences.
– Develop coherent paragraph.
– Explain cause and effects.
– Explain problem and solution.

12
Producing Your Message
• Design Elements of Message:
» Heading and caption
» Type face
» Type style
» Consistency
» Balanced
» Restraint
» Detail

13
Proofreading Of Message
– Grammar check.
– Spelling.
– Purpose of message.
– Language.
– Style.
– Tone.
– Effects on business.

14
Use Simple Language
• Use plain words.
• Read easily.
• Understand able.
• No double meanings.
• Ignore abusing.
• Use active voice.
• Remove repetition.

15
Identify Your Purpose
• Determining the purpose of your message is
the first step in deciding what you want to say
and how you want to say it.
• Are you addressing multiple readers or a
single reader?
• How much knowledge do your readers have of
your subject.
• what are the aims and objectives of your
message.
16
Analyze Your Audience
• Audience analysis involves identifying the
audience and adapting a speech to their
interests, level of understanding, attitudes,
and beliefs.
• Audience expectations
• Knowledge of topic
• Attitude toward topic
• Audience size
• Demographics:(age, gender, religion, occupation) 17
Choose Your Ideas
• A thought or collection of thoughts that
generate in the mind. An idea is usually
generated with intent, but can also be created
unintentionally.

• Positive ideas
• Express what you think
• Audience expressions

18
Collect Your Data
• After you have decided what ideas to include,
you must determine whether you need
specific facts, figures, quotations or others
forms of evidence to support your point.
• Be sure to collect enough data to support your
ideas.

19
Organize Your Message
• Before you write your first draft, outline your
message on a paper. The order in which you
present your ideas is as important as the ideas
them-selves.

20
SPELLING, GRAMMAR, AND
PUNCTUATION
• This element of good writing counts only when
it’s wrong. Fair or not, your reader will notice
your spelling, grammar, or punctuation only
when you make a mistake.
– Spelling, including technical terms and proper names,
is correct.
– Correct words are used to convey the intended
meaning.
– Punctuation, particularly comma placement, reflects
standard usage.
– Copy is free of mechanical errors and mistakes in
proofreading.
21
7C’s
• Completeness: (Complete information provide, Use Five W’s)
• Conciseness: ( Include only relevant material, Avoid repetition)
• Consideration: ( Focus on “You” instead of “I” )
• Concreteness: ( Existence, real world, truth, Sensibility)
• Clarity: ( One idea into a sentence)
• Courtesy: ( Use expressions that shows respect not attitude)
• Correctness: ( Select the right level of language for your
communication)

22
Conclusion
• This chapter does not (and could not) provide a
complete run-down of formal English language usage.
You would do well to bookmark a couple good
reference sources to consult when questions arise. If
your writing usually has a lot of errors in it, don’t
despair. Identify one or two practices to master and
then learn them, using the feedback from your
instructors as a guide. You can’t become a flawless
writer overnight (and no one writes flawlessly all the
time). But over the course of a few semesters, you can
certainly produce more precise text that presents your
ideas in their best light.

23

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