Improving Writing Skills

OUTLINE

• How to adapt your writing to your audience

• The factors involved in selecting the right words
• The art of making better sentences and writing better paragraphs
• How to adopt an appropriate style and format
“OOPS!” FACTOR

Fyrst, lern ta spel!

“OOPS!” FACTOR

Suppose attendance will drop?

“OOPS!” FACTOR

So much for the secret.

“OOPS!” FACTOR

Talk about oxymorons!

“OOPS!” FACTOR

Care to check in?

PICTURE LESSONS

Writing should be this clear.

BASICS OF GOOD WRITING

• Choice of proper words

• Formation of correct sentences
• Construction of good paragraphs
STEPS OF GOOD WRITING
CHOOSING THE RIGHT WORDS
FORMING THE RIGHT SENTENCES
FORMING THE RIGHT SENTENCES

To form the right sentences, keep three

things in mind.

• First is to have all the information

with you.
• Second is to keep it simple.
• Third is to be precise.
GETTING THE PARAGRAPHS RIGHT

• Have all related ideas in a paragraph.

• Have an introductory sentence.

• Provide only the information required.

• Do not make paragraphs too long.

• Make the paragraphs coherent.

GETTING THE STYLE RIGHT
OTHER WRITING TIPS

• Choose the right font.

• Use white space effectively.
• Justify the paragraphs.
• Put the headings and subheadings.
• Use the right visuals.
• Emphasize using italics or bold, wherever needed.
The Three-Step Process

1 Plan 2 Write 3 Complete

Analyze Situation Revise Message
Adapt to
the Audience
Gather Information Produce Message

Choose Medium
Proofread Message
and Channel
Compose the
Message
Get Organized Distribute Message
Completeness
Example of Incomplete letter to a new
savings depositor:
Thank you for the confidence you have shown us
by the account you recently opened. All our
facilities are at your disposal, and anytime we can
be of service, please call on us. Our appreciation
is best expressed by our services being of use to
you.
Revised, complete letter to the new
savings depositor:
Thank you for the confidence you have shown in
us by opening the savings account. Our goal is to
make all our services available to you both
helpful and pleasant. Your account offers you the
following benefits:

• YOUR PASSBOOK DEPOSITS EARN 4 %

annual interest compounded every quarter.
 
 

ONLINE BANKING facility helps you make online transactions 24 x 7. Please

come to our branch to know more about this just once and you will be handle all
your transactions sitting on your laptop anywhere.

24 hour ATM (Automatic Teller Machine) at a place close to your office and
home. The list of all our ATMs in your city is attached.

You are most welcome to come in whenever we can assist you. Please consider
this association as your final stop for all your savings and borrowing needs.

Waiting eagerly to meet you in our premises,

Thanking You & with Regards,

Namita Pawan
Asst. Relationship Manager
 
 
Business executives are dead-busy. They don't have time to go
through unnecessarily lengthy messages. The writer is also a
loser if he writes wordy messages because it involves more
time and money to type and read. Conciseness makes the
message more understandable and comprehensible.

1.Eliminate wordy Expressions.

2.Include only relevant material.
3.Avoid unnecessary Repetition.

Conciseness refers to saying whatever we want in fewest in

possible words without sacrificing the other C qualities. A
concise message saves time and expense for both sender and
receiver. Conciseness refers to elimination of unnecessary
words and inclusion of interesting topics for the recipients.
Conciseness
Bad Example of an email:
 
 Hi Matt, I wanted to touch base with you about the email marketing campaign we kind of sketched out last Thursday. I really think that our target
market is definitely going to want to see the company's philanthropic efforts. I think that could make a big impact, and it would stay in their minds
longer than a sales pitch. For instance, if we talk about the company's efforts to become sustainable, as well as the charity work we're doing in local
schools, then the people that we want to attract are going to remember our message longer. The impact will just be greater. What do you think? Jessica
Revised Example of the same email:
 Watch what happens when we're concise and take out the filler words:

Hi Matt, 
I wanted to quickly discuss the email marketing campaign that we analyzed last Thursday. Our target market will want to know about the company's philanthropic efforts, especially
our goals to become sustainable and help local schools. This would make a far greater impact, and it would stay in their minds longer than a traditional sales pitch.
What do you think? 
Jessica
Clarity
 Proper Punctuation
A wrong punctuation can change the meaning of a sentence:

1. The teacher said the student was guilty.

1a. The teacher, said the student, was guilty.
2. The prisoner smiled and laughed twenty minutes after his head was
cut off.
2a. The prisoner smiled and laughed; twenty minutes after, his head was
cut off.
3. Women without her man, is helpless.
3a. Woman, without her, man is helpless.
 
CHECK ACCURACY OF FACTS & FIGURES & WORDS 

• Bad Example
Hi Meetali, I wanted to write you a quick note about
Ramesh, who's working in your department. He's a nice
person and I'd like to talk to you more about him when you
have time. Best,
Amit
What is this email about? Well, we're not sure. First, if there
are multiple Ramesh in Meetali’s department, she won't
know who Amit is talking about.
Next, what is Ramesh doing, specifically, that's generated this
email? We don't know that either. It's so vague that Meetali
will definitely have to write back for more information.
 REVISED EMAIL TO MAKE IT MORE CLEAR

Hi Meetali, I wanted to write you a quick note

about Ramesh Kapoor, who's working in your
department. In recent weeks, he's helped the IT
department through several pressing deadlines on
his own time. We've got a tough upgrade project
due to run over the next three months, and his
knowledge and skills would prove invaluable.
Could we please have his help with this work? I'd
appreciate speaking with you about this. When is
it best to call you to discuss this further? Best
wishes, Amit
• This second message is much clearer, because the reader has the information he
needs to take action.
Correctness
 Correctness
• To be correct in communication the following principles should be
borne in mind:

1. Use the correct level of language

2. Include only facts words and figures
3. Maintain acceptable writing mechanics
4. Apply the correct word.
5. There should be proper grammar punctuation spelling and
paragraphing

At the core of the correctness is the proper use of grammar, punctuations and
spelling. A message may be perfect grammatically and mechanically but still insult
or lose a customer.
.
 
Using the correct level of the language 
 
.

There are different levels of languages which may be formal, informal,

and substandard. Formal writings are usually associated with the
scholarly writing, legal documents, and other documents where
correct formality is the style in demand.
 Maintaining Acceptable Writing Mechanics

This topic relates to the proper use of words and spellings. But in today’s
world writing have been made easy as spell-checkers and various
kinds of word formatting are available. Example:

Hi Deepak, Thanks so much for meeting me at lunch today! I enjoyed our

conservation, and I'm looking forward to moving ahead on our project. I'm sure
that the two-weak deadline won't be an issue. Thanks again, and I'll speak to you
soon! Best, Shivendra
If you read that example fast, then you might not have caught any
errors. But on closer inspection, you'll find two. The first error is that
the writer accidentally typed conservation instead of conversation.
This common error can happen when you're typing too fast. The other
error is using weak instead of week. Again, spell checkers won't catch
word errors like this, which is why it's so important to proof read
everything!
Courtesy
 
 USE EXPRESSIONS SHOWING RESPECT

John, I wanted to let you know that I don't appreciate how your team
always monopolizes the discussion at our weekly meetings. I have a lot
of projects, and I really need time to get my team's progress discussed
as well. So far, thanks to your department, I haven't been able to do
that. Can you make sure they make time for me and my team next
week? Thanks, Phillips

Hi John, I wanted to write you a quick note to ask a favor. During our
weekly meetings, your team does an excellent job of highlighting their
progress. But this uses some of the time available for my team to
highlight theirs. I'd really appreciate it if you could give my team a
little extra time each week to fully cover their progress reports.
Thanks so much, and please let me know if there's anything I can do for
you! Best, Phillips
 Learn to Apologise
Dear Phillips,
I have just received your comment on the weekly meetings
and I apologise if you have felt that my team is dominating
them. It is not intentional. It is just that my Sales guys are
irrepressible and have so much to tell every week after their
tours and customer calls.
I realise that the HR department contributes a considerable
amount to the company’s success and we need to hear their
story out. I will ensure that we do not encroach on your
time in future. Please accept my apologies once again.
Regards, John
TRIVIA QUIZ

ANSWER
What report gets better reaction: 3-
page or 10-page?
It depends.
TRIVIA QUIZ
What’s preferred in business
writing?
ANSWER
Accuracy
Organization
Maximum meat/Minimum fat
Attention to detail
TRIVIA QUIZ
What’s the key to effective document organization
and meat/fat ratio?

ANSWER

Effective editing
TRIVIA QUIZ
What’s the key to
detail-oriented writing?
ANSWER

Effective proofreading
WHY IS WRITING SO HARD?
Language idiosyncrasies:
 The bandage was wound around the wound.
 The farm was used to produce produce.
 The dump was so full that it had to refuse more
refuse.
 We must polish the Polish furniture.
 He could lead if he would get the lead out.
 The soldier decided to desert his dessert in the
desert.
 Since there is no time like the present, he
thought it was time to present the present.
WHY IS WRITING SO HARD?
 A bass was painted on the head of the bass
drum.
 When shot at, the dove dove into the bushes.
 I did not object to the object.
 The insurance was invalid for the invalid.
 There was a row among the oarsmen about how
to row.
 They were too close to the door to close it.
 The buck does funny things when the does are
present.
WHY IS WRITING SO HARD?
 A seamstress and a sewer fell down into a sewer
line.
 To help with planting, the farmer taught his sow
to sow.
  The wind was too strong to wind the sail.
 After a number of injections my jaw got number.
 Upon seeing the tear in the painting I shed a tear.
 I had to subject the subject to a series of tests.
 How can I intimate this to my most intimate
friend?
LET'S FACE IT
“English is a crazy language! English was invented by people, not
computers, and it reflects the creativity of the human race (which, of
course, isn't a race at all). That is why, when the stars are out, they are
visible, but when the lights are out, they are invisible.”
Author Unknown
COMMON WEAKNESSES

•Wordiness
•Technical jargon
•Basic language problems
EDITING &
PROOFREADING
 EDITING RULES (& PRACTICE)

Don't start a sentence with a conjunction.

Be more or less specific.
It is wrong to ever split an infinitive.
Don't use no double negatives.
Proofread carefully to see if you any words out

No sentence fragments.
Verbs has to agree with their subjects.
Prepositions are not words to end sentences with.

Also too, never, ever use repetitive redundancies.

EDITING
• Split Infinitives
•  A split infinitive consists of the function word to, followed by an
adverb (usually an -ly adverb), followed by an infinitive: to happily
conclude, to needlessly suffer.
• The driver is instructed to periodically check the oil level. (split infinitive)
• The driver is instructed periodically to check the oil level.
• The driver is instructed to check the oil level periodically.
EDITING
 Spell out all…
– Uncommon symbols
– Abbreviations
– Acronyms
EDITING
 Focus on content and meaning
– Facts/analysis/recommendations
– Numbers and charts
– Structure and organization
– Sentence/phrase interpretation
– Consistency
EDITING TIPS
Use active voice
Be direct
Be kind to your reader
Be confident of your analysis and
recommendations
Use present tense whenever
possible
Be straightforward with wording
Focus on economy, precision,
and directness
ACTIVE VOICE
• In sentences written in active voice, the subject performs the action expressed in
the verb; the subject acts.
PASSIVE VOICE
• In sentences written in passive voice, the subject receives the action expressed in the verb; the subject is
acted upon. The agent performing the action may appear in a "by the . . ."

                                                        
PROOFREADING
• Focus on format and usage
• Appearance on page
• Spelling, grammar, typographical errors
• Electronic checks (be careful!)
• Physical check of printed copy
• Usage errors
• Language confusion
• Capitalization and punctuation
 SPELL CHECK
(& PROOFREADING PRACTICE)
PROOFREADING TIPS
Check every capitalization, punctuation,
word division, number, chart, etc.
Read aloud to slow down and catch
more grammar/sense flaws
Pay special attention to headings,
topic sentences of paragraphs,
visuals, captions
Practice!
WHY IS PROOFING SO HARD?
 Read in unison…
Aoccdrnig to rscheearch at Cmabrigde
Uinervtisy, it deosn't mttaer in waht oredr
the ltteers in a wrod are, the olny iprmoetnt
tihng is taht the frist and lsat ltteer be at
the rghit pclae. The rset can be a total
mses and you can sitll raed it wouthit
porbelm. Tihs is bcuseae the huamn mnid
deos not raed ervey lteter by istlef, but the
wrod as a wlohe.
AND NOW, THE LAST WORD…

 Every time you write, at every

phase of the process
(drafting/editing/proofreading),
consider:
– Purpose of the communication
– Medium and its effects
– Possible audience interpretations