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Module VI - Comm. Strategy & Professional Writing PG

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16 views22 pages

Module VI - Comm. Strategy & Professional Writing PG

Uploaded by

Riya Thakuria
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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Communication Strategy

& Professional Writing


Module-VI

BC 613

1
TOPICS
 7 CS OF COMMUNICATION
 WRITING PROCESS: PRE-WRITING, WRITING & POST-WRITING
 NEUTRAL AND POSITIVE MESSAGES
 NEGATIVE MESSAGES
 PERSUASIVE MESSAGES
 LETTERS
REPORT WRITING
 FUNCTIONS OF A REPORT
 TYPES OF REPORTS
 FORMAT OF THE REPORTS
USE OF VISUALS-CHARTS, TABLES, PICTURES
7 Cs of Communication

Completeness Clarity Conciseness Correctness

Concreteness Courtesy Consideration

3
Completeness
Provide all necessary information
Answer all questions
Give something extra when desirable
Necessary information revolves around the 5Ws
WHO
WHAT
WHERE
WHEN
WHY
Concisen
ess
• Avoid verbosity
• Be specific/ relevant
• Eliminate repetition
• Avoid wordy expressions
• Avoid outdated expressions
• Focus on the purpose of the
message
• Cut short long winding
sentences
Consideration
• Keep the end user in mind
• Always use ‘you’ attitude
• Emphasizing pleasant positive facts
• Apply ethics in business communication
• Make fair and true statements
Concreten
ess
• Creates clear images
• Use facts/figures/data
• Put action into your verbs.
Action verbs are lively and
appealing
• Use specific, vivid, definite
words
• Meaning should be direct
and explicit
Clarity
• Getting the message across
clearly
• Possibility of misunderstanding
should be eliminated
• Choose short, crisp, familiar
words or terms
• Make it easy to read and listen
• Use examples and illustrations
whenever possible
• Avoid technical and business
jargons
Courtesy

• Messages should be friendly,


sincere, and pleasant
• Messages should build goodwill,
strengthen relationships
• Be thoughtful, respectful, and
appreciative
• Omit expressions that belittle,
hurt or irritate
• Grant mistakes and apologies in
a nice natural way
• Use tact instead of bluntness
Correctness
• Accuracy and authenticity of the messages
(in both Content and Style)
• Use of right level of the language:
formal/informal
• Checking accuracy of facts/figures
• Maintaining standard and acceptable
working mechanics (format, style etc.)
• Eliminating errors in typing, grammar
• Be watchful of punctuations, spellings,
capitals,
• Avoid biased language
WRITING PROCESS
"WRITING IS A STRUGGLE AGAINST SILENCE." ~ CARLOS FUENTES
“IF ONLY MY HAND COULD EXPRESS WHAT IS IN MY HEART”-
SEVEN YEARS IN TIBET
Pre-Writing-
• Brainstorm ideas.
• organize your thoughts.
• determine your purpose and audience. Pre-
Writing
• Research.
• Outline of the idea.
Writing
Example- “The first draft is just you telling
yourself the story.” — Terry Pratchett
Post-
Writing

12
Writing
This phase involves drafting your message based
on the plans made during pre-writing.
. Audience Awareness
. Purpose of Writing
. Tone and Style
. Clarity and Conciseness
. Visual Elements
. Cultural Sensitivity
. Ethical Considerations
“Writing is an exploration. You start from
nothing and learn as you go.” — E.L.
Doctorow.
13
Post-writing
Revising
Editing
Proofreading
“There is no great writing, only
great rewriting.” — Justice
Brandeis

14
Neutral Messages:
These convey information without emotional language, focusing solely on facts.
“The meeting will be held at 10 AM on Friday.”

Positive Messages:
These express enthusiasm and goodwill, often aimed at motivating or encouraging the
audience.
I'm excited to share that we completed the project ahead of schedule and exceeded our
goals!
“The way you make people feel is the way they will remember you.” — Maya Angelou

15
Negative Messages:
These messages communicate unfavorable news or decisions and require a
delicate balance of honesty and empathy.
“We regret to inform you that your application has not been successful. We
appreciate your interest and encourage you to apply again in the future.”
“Honesty is the first chapter in the book of wisdom.” — Thomas Jefferson
Persuasive Messages:
Persuasive writing aims to convince the audience to adopt a certain viewpoint
or take action.
Join the movement to plant trees this Sunday and help combat climate change
for future generations!
“The art of communication is the language of leadership.” — James Humes
16
Letters
Letters are a formal way of communication and can vary in purpose, from
personal to professional.

Example of a Formal Letter: A cover letter for a job application where you
highlight your skills and enthusiasm for the position.
Example of a Personal Letter: A thank-you note to a friend for their support.
“Letters are among the most significant memorials a person can leave behind.”
— Johann Wolfgang von Goethe

17
Functions of a Report: A report is a structured document that presents
information, findings, or analysis on a specific topic or issue. It is often used to
communicate results to stakeholders, such as management, colleagues, or clients.

• Information Sharing: Reports communicate information about a specific topic


or event. For example, a market research report provides insights into
consumer behavior, helping businesses make informed decisions.
• Decision-Making Support: Reports help stakeholders evaluate options and
make decisions. A feasibility report assesses a project's viability, aiding
management in their choices.
• Documentation: Reports provide a written record of events, findings, and
recommendations.
• Analysis and Evaluation: Many reports analyze data and assess outcomes. For
example, an annual performance report evaluates the effectiveness of a
company’s strategies over the past year.
18
Types of Reports:
• Informational Reports: An example would be a sales report detailing monthly
sales figures. They present data without analysis.
• Analytical Reports: These analyze data and provide recommendations. For
instance, a SWOT analysis report identifies strengths, weaknesses,
opportunities, and threats for a business.
• Progress Reports: These track the progress of a project over time.
• Technical Reports: These are detailed reports on technical subjects, often used
in fields like engineering or IT.
• Research Reports: These present the findings of a study or research project.
For example, a scientific research report shares the methodology and results of
an experiment.
19
Format of Reports:

• Title Page
• Table of Contents
• Executive Summary
• Introduction
• Body
• Conclusion
• Recommendations

20
Use of Visuals: Charts, Tables,
Pictures
Visuals play a crucial role in report writing by enhancing understanding and
retention of information.
Charts: For instance, a line chart showing sales growth can quickly convey
performance without sifting through paragraphs of text.
Tables: A table comparing product features and prices allows for easy side-by-
side analysis.
Pictures: In a report on urban development, before-and-after photos can
vividly illustrate the impact of a project.
Infographics: Combining text and visuals, infographics summarize complex
data in an engaging way.

21
Thank you

22

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