Managerial Communication
Module -3 Written Communication It is bad manners to give [readers] needless trouble.
Written Communication:
✓ Purpose of writing –
✓ Clarity in writing –
✓ Principles of effective writing –
✓ Approaching the writing process systematically:
✓ The 3X3 writing process for business comn
✓ Pre writing – Writing – Revising.
✓ Audience analysis, Writing Positive, Neutral,
Persuasive and Bad-news Messages
Types of Written Communication in Business:
✓ Business Letters,
✓ Employee Reviews,
✓ Recommendation Letters,
✓ Thank You Letters, Memos,
✓ proposals and Reports,
✓ Planning Documents,
✓ Press Releases, Proactive Media Writing & E-mail.
Purpose of Writing
1. Express and Reflect
...expresses/reflects on his or her own life and
experiences.
...often looks backward in order to look forward.
2. Inform and Explain
...states a main point and purpose.
...tries to present information in a surprising way.
3. Evaluate and Judge
...focuses on the worth of person, object, idea, or other
phenomenon.
...usually specifies the criteria to the object being seen
as “good” or “bad.”
4. Inquire and Explore
...wrestles with a question or problem.
...hooks with the problem and lets the reader watch
them wrestle with it
5. Analyze and Interpret
...seeks to analyze and interpret phenomena that are
difficult to understand or explain
6. Take a Stand and Propose a Solution
...seeks to persuade audiences to accept a particular
position on a controversial issue.
..describes the problem, proposes a solution, and
provides justification.
10 Principles of Effective Writing
1. Brevity
It is bad manners to waste the reader’s] time. Therefore,
brevity first, then, clarity.
2. Clarity
Prof. Ranjitha Radhakrishna-Dept of MBA, AIT
Therefore clarity…. And how is clarity to be achieved?
Mainly by taking trouble and by writing to serve people
rather than to impress them.
3. Communication
The social purpose of language is communication—to
inform, misinform, or otherwise influence our fellows… .
4. Emphasis
the art of writing depends a good deal on putting the
strongest words in the most important places.
5. Honesty
If handwriting reveals character, writing reveals it still
more. You cannot fool all your judges all the time… .
Original people do not have to think about being
original.
6. Passion and Control
This, indeed, is one of the eternal paradoxes of both life
and literature—that without passion little gets done;
yet, without control of that passion, its effects are
largely ill or null.
7. Reading
One learns to write by reading good books, as one learns
to talk by hearing good talkers.
8. Revision
Every author’s fairy godmother should provide him not
only with a pen but also with a blue pencil.
9. Sophistication and Simplicity
My point is merely that the sophisticated do not
necessarily express themselves better than the simple—
in fact, may often have much to learn from them.
10. Sound and Rhythm
Apart from a few simple principles, the sound and
rhythm of English prose seem to matters where both
writers and readers should trust not so much to rules as
to their ears.
Advantages of Written Communication:
1. It is suitable for long distance communication and
repetitive standing orders.
2. It creates permanent record of evidence. It can be
used for future reference.
3. It gives the receiver sufficient time to think, act and
react.
4. It can be used as legal document.
5. It can be sent to many persons at a time.
6. It is suitable for sending statistical data, chart,
diagram, pictures, etc.
7. Order, allocation of work, job distribution, etc. in
written form reduce ambiguity and help in fixation of
responsibility.
Managerial Communication
8. Uniformity in work procedure can be maintained
through written communication.
9. It is easy to send unpleasant or bad news through
written communication.
10. A good written communication can create goodwill
and promote business.
Limitations or Disadvantages of Written
Communication
1. It is time-consuming. Composing a message in writing
takes much time. Writing and sending to appropriate
destination require time. Feedback process also is not
instant.
2. It is expensive not so much due to postal charges but
in terms of so many people spending so much of their
time.
3. It cannot maintain strict secrecy which would have
been possible in oral communi-cation.
4. Written communication has no scope for immediate
clarification if not understood properly.
5. Being written in nature it is less flexible and cannot be
changed easily.
6. It is not effective in the case of emergency.
3x3 Writing Process
Prewrite Write Revise
1. Analyse 1. Research 1. Revise
2. Anticipate 2. Organize 2. Proofread
3. Adapt 3. Compose 3. Evaluate
Prewrite
The first thing to do is tackle all the necessary planning
for your piece. Thinking thoroughly about purpose and
intended reader will motivate you to write with the
reader’s benefit in mind.
Prewriting includes three sub tasks which are :-
Analyze
What is your big why or purpose for the article that
you’re planning to write? Starting with why is an
excellent to gain perspective and direction
Next, think about how your article will inspire or
motivate your readers. Now you need to decide on the
best format
Anticipate
The next step is to anticipate your audience and their
specific profile. Knowing who you’re writing to gives you
direction for your writing task.
Next, anticipate the type of emotional response that you
want your reader to have. Do you want them to be
inspired, relieved, motivated or thankful?
Prof. Ranjitha Radhakrishna-Dept of MBA, AIT
Adapt
Now it’s time to think about the language that you’ll use
to elicit the emotional response that you want. Prepare
to adapt your language to accomplish this goal.
Write
Writing, the second group of 3x3 tasks, includes three
sub tasks which are Research, Organize, and Compose.
This is when you’ll get all the ingredients you need to
execute your writing plan for the article at hand.
Research
Gather information. Previous correspondence, data and
internet.
Organize
Outlining your articles before writing them is the secret
to efficient and productive writing. Organize all of the
major points and their sub points in your outline.
Compose
Start writing. Compose your article’s zero draft at this
step of the 3×3 writing process.
Revise
You’re almost ready to present your hard work to your
readers. But there’s some cleaning up that you need to
do first. Revising is the third and final group of tasks for
the 3×3 writing process.
Revise
With being helpful by providing value understood,
readability is the main goal for any kind of writing.
Nothing else matters if your audience can’t understand
what they are reading! Revise your article for
conciseness and readability during this crucial step.
Proofread
Make a good impression on your readers with error-free
copy. Proofread your article and clean up spelling and
grammar issues at this step.
Evaluate
Go back through the 3×3 writing process steps to see if
you completed the tasks at every step. Consider the
following questions after you’ve completed the first
eight steps of the writing process:
• Did you write your article with a clear purpose in
mind?
• Did you write for the right audience and use
language that will connect with them?
• Did your research efforts produce the right
information for your article and did you disclose the
sources for any statistics that you provided?
• Will your article inspire, motivate and/or educate
the reader and drive them to take action?
Managerial Communication

• Did you choose the best article format for

communicating the information?

Prof. Ranjitha Radhakrishna-Dept of MBA, AIT

Managerial Communication

Audience analysis, Writing Positive, Neutral, Persuasive

and Bad-news

What is audience analysis?

Audience analysis is the process of identifying your
audience and collecting information about them.
Before delivering the speech, you should know the age
group, expertise level, needs, expectations, value
system, attitudes, and beliefs of your audience.
Adapting your speech according to the types of
audiences is likely to generate a better response.
Some audience analysis factors are as follows:
• Audience expectations about the occasion of the
speech, its topic, and the personality of the speaker
• Audience’s knowledge or familiarity with the topic
• Audience’s attitude or approach towards the topic
• Audience size and its ability to listen

• Audience analysis- Involves identifying the audience

and adapting a speech to their interests, level of
understanding, attitudes, and beliefs.
• Writing Positive- Choose Positive Language. Words
like "not," "no," "refuse," "mistake" and "failure"
send a negative message to readers, Create a Strong Employee Review
Opening, Organize Effectively, Emphasize the An employee review form is a formal document with
Positive. questions and discussion points that examines your
• Neutral- Neutral writing is not necessarily formal or efficiency and productivity.
informal. It is not usually positive or negative. A Companies may also use an employee review form to
neutral register is used to deliver fact. commend you on outstanding work. Occasionally,
• Persuasive Writing- Intends to convince readers to organizations will use review forms with a team to
believe in an idea or opinion and to do an action. outline how they are performing.
Many writings such as criticisms, reviews, reaction
papers, editorials, proposals, advertisements and
brochures use different ways of persuasion to
influence readers.

Business Letters
A business letter is a letter from one company to
another, or between such organizations and their
customers, clients, or other external parties.
The overall style of letter depends on the relationship
between the parties concerned.

Business Letter sample

Prof. Ranjitha Radhakrishna-Dept of MBA, AIT

Managerial Communication

Recommendation Letters
Letter of recommendation is a letter written by
someone who can recommend an individual's work or
academic performance. It's typically sent to a hiring
Memos
manager or admissions officer who is deciding whether
• A memo (also known as a memorandum, or
to employ or admit a candidate.
"reminder") is used for internal communications
regarding procedures or official business within an
organization.
• Memorandum is quick.
• It is a convenient mean of communication.
• It is inexpensive. Memos are used within an
organization so one can use low-quality paper.
• It helps in maintaining written records.

Proposal

Prof. Ranjitha Radhakrishna-Dept of MBA, AIT

Managerial Communication

• Proposals are persuasive documents as these try to

convince the reader of the suitability of a particular
course of action.
• Proposals are generally written for an external
audience though in some cases they may be made for
internal purposes, by one department for another or
from an individual to the management.

Reports
A report is a document that presents information in an
organized format for a specific audience and purpose.
Although summaries of reports may be delivered orally,
complete reports are almost always in the form of
written documents

Prof. Ranjitha Radhakrishna-Dept of MBA, AIT