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Effective Writing Skills PowerPoint PPT Presentation

Our Business Writing Training and Communication Skills Training greatly contributes to improving writing skills. Advanced business writing techniques are taught in the writing skills training.

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Effective Writing Skills

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Effective writing Skills

Training Topics:

  • Effective Writing

    • Developing good reading strategies

    • Creating powerful presentations:

    • Tone

    • Punctuation, grammar and spelling

    • Organizing your thoughts

    • Structuring paragraphs and sentences

    • Writing to keep the reader engaged

    • Softening a negative message

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Effective Writing Skills

MMM Training Solutions

Contact: Pramila Mathew

Mobile: +91 98409 88449

Website: www.mmmts.com

All Rights Reserved.

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Ways to Write Dynamic Messages

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Effective Writing

  • Features of Business Writing:

    • Should be terse, clear and to the point

    • Language has to be effective

    • Each country has their own set of norms concerning written or spoken communication

    • North American business desires written form

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Rules of Effective Writing

  • Basic Rules

    • Getting to the point

      • Being Concise

      • Paragraphing

      • Use of Lists

      • Framing Effective Questions

    • Use of Non–Discriminatory Language

    • Punctuation, Grammar and Spelling

    • Tone

      • Choosing the Right Tone

      • Conversational Tone

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Getting to the Point

  • Being Concise

    • Use of short sentences

    • Start document with purpose

    • Creation of ‘single screen view’ messages

    • Elimination of unnecessary words

      • E.g.. “Avoid bad miscommunication in email writing.”

        (the word ‘bad’ is a modifier which is used unnecessarily)

    • Use lesser number of words

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Getting to the Point

  • Paragraphing:

    • Short Sentences

    • Short Paragraphs (2 to 5 sentences)

      • Creates “white space”

      • Quicker to read

      • Engages the reader

    • Opening Paragraph

      • Five “Ws” - “Who?”, “What?”, “When?”, “Where?”, & “Why?”

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Use of Lists

  • Benefits of using lists:

    • Writer organizes thoughts

    • Reader sees main points

    • Important points are not overlooked

  • Formatting a list:

    • Use numbers or bullets

    • Items should be parallel

    • Capitalize the first word of each point

    • Be consistent with punctuation

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Use of Lists

  • Spacing of a list:

    • Double spacing makes reading easier

    • Double spacing takes more valuable screen space

    • Single spacing does not enhance the list

    • Single spacing takes less room

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Use of non-discriminatory language

  • Nondiscriminatory language is language that treats all people equally.

  • Use language that is free of religious, age and sexual bias

  • Nondiscriminatory language can come between you and your reader.

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Methods to Avoid Errors

  • Use ‘Spell Check’ function.

  • Always Proof Read document.

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  • How can I make sure my messages have the appropriate tone?

  • Ask the following questions:

    • Why am I writing this document?

    • Who am I writing to and what do I want them to understand?

    • What kind of tone should I use?

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  • What kind of tone should I use with a negative message?

  • When addressing faults or issues concerning an individual, maintain a professional tone that does not attack the individual but that makes your position on the issue clear.

  • Example:Incorrect: I do not understand why you made such discriminatory remarks.Correct: Discriminatory remarks are not tolerated in this organization.

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Contact Information


59/29, College Road,

Nungambakkam, Chennai – 600006.

Landline: +91-44-42317735

Website: www.mmmts.com

Pramila Mathew-Training Consultant and Executive Coach

Mobile: +91-9840988449; E-mail: [email protected]

Vikas Vinayachandran-Training Consultant

Mobile: +91-9840932894; E-mail: [email protected]

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