Effective Writing Skills - PowerPoint PPT Presentation

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Effective Writing Skills

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  1. 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

  2. Effective Writing Skills MMM Training Solutions Contact: Pramila Mathew Mobile: +91 98409 88449 Website: www.mmmts.com All Rights Reserved.

  3. EFFECTIVE WRITING SKILLS Ways to Write Dynamic Messages

  4. 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 All Rights Reserved.

  5. 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 All Rights Reserved.

  6. 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 All Rights Reserved.

  7. 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?” All Rights Reserved.

  8. 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 All Rights Reserved.

  9. 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 All Rights Reserved.

  10. 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. All Rights Reserved.

  11. Methods to Avoid Errors • Use ‘Spell Check’ function. • Always Proof Read document. All Rights Reserved.

  12. Tone • 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? All Rights Reserved.

  13. Tone • 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. All Rights Reserved.

  14. Contact Information MMM TRAINING SOLUTIONS 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: Pramila.Mathew@mmmts.com Vikas Vinayachandran-Training Consultant Mobile: +91-9840932894; E-mail: Vikas@mmmts.com