E ffective W riting S kills CIS CIS

Effective Writing Skills Goals & Objectives  To acquire generally useful techniques for effective writing. Understand written communication Understand written communication Understand the importance of possessing good writing skills Understand the importance of possessing good writing skills Know about different types of documents used for business writing Know about different types of documents used for business writing Reviewing, Analyzing & Suggesting organizational improvement in written communication Reviewing, Analyzing & Suggesting organizational improvement in written communication

Effective Writing Skills A Challenge Please write a One Sentence Definition of : WRITING EFFECTIVELY Please write a One Sentence Definition of : WRITING EFFECTIVELY

Effective Writing Skills Definition To communicate specific information or ideas, utilizing the formats, language, and content relevant to the workplace.

Effective Writing Skills Relevant Quotes (1 of 2) “A writer doesn't solve problems. He or she allows them to emerge.” - Friedrich Dürrenmatt “Authors who never give you something to disagree with never give you any- thing to think about.” - Michael LaRocca

Effective Writing Skills The ABC’s of Writing  Verbal communication is aided by nonverbal cues, like hand movements and facial expressions.  Writing has to be much clearer than spoken language because it lacks these assisting cues.  Objective, factually-based writing is stronger and more persuasive than writing that relies on opinion and hearsay.

Effective Writing Skills The ABC’s of Writing  Writing aims to capture a thought or idea, to transfer it to a permanent format, making it tangible.  The responsibility for that transfer falling squarely on the writer’s shoulder.  If communication is the ultimate goal, write for your audience, not for personal style.

Effective Writing Skills The ABC’s of Writing  Any idea can be conveyed through writing. If you can think it, you can write it.  Great care is required to ensure that your message is accurately interpreted by its audience.  Nearly any statement can be shortened while retaining its full content; concise wording is less likely to be misinterpreted.

Effective Writing Skills The ABC’s of Writing  There is always more to say about a topic.  Good writing is composed of many ideas, all connected by a single purpose (e.g. a thesis statement).  Every sentence should relate to the central goal of the paper.

Effective Writing Skills Writing? One of the best methods to communicate One of the best methods to communicate Writing is one of the oldest known forms of communication

Effective Writing Skills Why Written Communication? Creates a permanent record Creates a permanent record Allows you to store information for future reference Allows you to store information for future reference Easily distributed Easily distributed All recipients receive the same information All recipients receive the same information Necessary for legal and binding documentation Necessary for legal and binding documentation

Effective Writing Skills Writing Skills? A career requirement A career requirement More than a “nice thing to have” – a necessity More than a “nice thing to have” – a necessity Your Writing = Your Personality Your Writing = Your Personality As a professional, it is crucial to write well

Effective Writing Skills Writing Skills? The ability to write does not require a unique talent or an outstanding mental ability Everyone has the basic skills necessary to write well A basic understanding of writing and a commitment to writing well in all situations is needed as a professional

Effective Writing Skills Questions a writer asks How do I begin? What is my purpose? How do I make my point clear? How do I create a logical flow? How do I say what I mean? How do I avoid grammatical errors? How can I make my message brief? How can I create a visual effect?

Effective Writing Skills The Writing Process Planning Planning Writing Writing Quality Control Quality Control

Effective Writing Skills The Writing Process Planning Keep objectives in mind and research the topic Keep objectives in mind and research the topic Think about the audience Think about the audience Outlining helps organize thoughts Outlining helps organize thoughts

Effective Writing Skills The Writing Process Writing Follow your outline, use your handbook Follow your outline, use your handbook Inspiration is acceptable but must be carefully reviewed Inspiration is acceptable but must be carefully reviewed Use the interview approach to supplement the outline (who, what, where, when, how) Use the interview approach to supplement the outline (who, what, where, when, how)

Effective Writing Skills The Writing Process Quality Control Reread your work Reread your work Be critical of your own work Be critical of your own work

Effective Writing Skills Considerations while writing Who? What? When? Why? Where? How?

Effective Writing Skills Effective Writing Completeness: all information needed is provided Completeness: all information needed is provided Correctness: relevant and precise information Correctness: relevant and precise information Credibility: support your argument Credibility: support your argument Clarity: should not be vague, confusing, ambiguous Clarity: should not be vague, confusing, ambiguous Conciseness: to the point Conciseness: to the point Consideration: anticipate the reader’s reaction Consideration: anticipate the reader’s reaction Vitality: use the active voice rather than the passive voice Vitality: use the active voice rather than the passive voice

Effective Writing Skills General Writing Tips  Be conscious of paragraph size and structure. Keep each appropriate for the paper’s purpose.  Open each paragraph with a statement, and then follow that statement up with evidence. The Ins and Outs of Paragraphs:

Effective Writing Skills General Writing Tips  Do not present new points at the ends of paragraphs. Make a claim first, and then go about supporting it before moving on.

Effective Writing Skills Business Documents A good business document should always answer the following questions: What is this document about? What is this document about? Why has it come to be? Why has it come to be? Who wrote it? Who wrote it? How is it organized? How is it organized? What is it trying to accomplish What is it trying to accomplish What supports the conclusion? What supports the conclusion? What problem or opportunity does it address? What problem or opportunity does it address?

Effective Writing Skills Spelling and Grammar It is important in written communication to use proper grammar and correct spelling What you write and how you write could reflect a positive or negative image Sloppy and/or poorly written communications could be perceived as a lack of caring

Effective Writing Skills Spelling and Grammar Tips Proofread communications before sending Use spell and grammar check if available Make sure to have subject, verb and tense agreement Ensure proper word usage: affect/effect there/their among/between shall/will can/may than/then

Effective Writing Skills Types of Writing s Letters and Memos Agendas Reports Promotional Material Academic Documents Research (scientific) manuscripts

Effective Writing Skills “The greatest problem in communication is the illusion that it has been accomplished. ” - George Bernard Shaw

Effective Writing Skills Have you hit your target?  In written communication most confusion & frustration are caused by failing to be specific  Make it clear, brief and concise

Effective Writing Skills Reports Define the main point Define the main point Define the goals and objectives Define the goals and objectives Collect the evidence needed to support the main point Collect the evidence needed to support the main point Organize the report Organize the report State the conclusions and recommendations State the conclusions and recommendations

Effective Writing Skills Common Errors & Tips Company name usage Company name usage Shortened words (thru, condn, mgmt, ref, lib) Shortened words (thru, condn, mgmt, ref, lib) Repetition of words Example: file the file in the file folder. Repetition of words Example: file the file in the file folder. Use of ampersand (&) Use of ampersand (&) Use of bold Use of bold UPPER CASE UPPER CASE

Effective Writing Skills Common Errors & Tips Punctuation Use commas to separate elements in a series, and to separate ideas or clauses. Use commas to separate elements in a series, and to separate ideas or clauses. Use correct punctuation in abbreviations; e.g., for example i.e., that is etc., et cetera Use correct punctuation in abbreviations; e.g., for example i.e., that is etc., et cetera Do not use multiple punctuation marks, for example: !!!... ???, etc. Do not use multiple punctuation marks, for example: !!!... ???, etc. Punctuation of lists and tables Punctuation of lists and tables

Effective Writing Skills Common Errors & Tips Hyphen and dash usage Hyphen and dash usage Confusion between its and it's Confusion between its and it's Use of apostrophe Use of apostrophe Abbreviations and acronyms Abbreviations and acronyms Use active voice Use active voice Do not switch tenses very often Do not switch tenses very often Proofread for accuracy Proofread for accuracy

Effective Writing Skills 10 Commandments 1. Know what you want to say before you say it. 2. Keep it simple. 3. Use bullet points. 4. WIIFM (What's in It For Me?) 5. Don't get bogged down 6. Call to action 7. Edit 8. Spell check 9. Take your time before hitting send 10. Follow up

Effective Writing Skills Tips for Effective Writing Rule 1. Use concrete rather than vague language Rule 1. Use concrete rather than vague language.Examples: Vague: The weather was of an extreme nature on the west coast. Concrete: California had very cold weather last week. Rule 2. Use active voice whenever possible. Active voice means the subject is performing the verb. Rule 2. Use active voice whenever possible. Active voice means the subject is performing the verb.Examples: Active: Barry hit the ball. Active: Barry hit the ball. Passive: The ball was hit.

Effective Writing Skills Tips for effective writing Rule 3. Avoid overusing there is, there are, it is, it was, and so on. Rule 3. Avoid overusing there is, there are, it is, it was, and so on. Example: There is a case of killers that was reported in the newspaper. Correction: A case of killers was reported in the newspaper. Even Better: The newspaper reported a case of killers (Active voice) Example: It is important to signal before making a left turn. Correction: Signaling before making a left turn is important. OR Signaling before a left turn is important.

Effective Writing Skills Tips for effective writing Rule 4.To avoid confusion, don't use two negatives to make a positive. Rule 4.To avoid confusion, don't use two negatives to make a positive. Incorrect: He is not unwilling to help. Correct: He is willing to help.Rule 5.Use similar grammatical form when offering several ideas. This is called parallel construction..Rule 5.Use similar grammatical form when offering several ideas. This is called parallel construction. Correct: You should check your spelling, grammar, and punctuation. Correct: You should check your spelling, grammar, and punctuation. Incorrect: You should check your spelling, grammar, and punctuating.

Effective Writing Skills Tips for effective writing Rule 6. If you start a sentence with an action, place the actor immediately after that. Rule 6. If you start a sentence with an action, place the actor immediately after that. Incorrect: While walking across the street, the bus hit her. Correct: While walking across the street, she was hit by a bus. OR She was hit by a bus while walking across the street. Rule 7. Place modifiers near the words they modify. Rule 7. Place modifiers near the words they modify. Incorrect: I have some pound cake Mary baked in my lunch bag. Correct: In my lunch bag, I have some pound cake that Mary baked.

Effective Writing Skills Tips for effective Writing Rule 8. Comprehendible Rule 8. Comprehendible Eliminate words that are non- essential to meaning or mood. Example: Words that weakly emphasize adjectives include: very, really, terribly, and awfully. Words that weakly emphasize adjectives include: very, really, terribly, and awfully.

Effective Writing Skills Tips for effective writing Rule 9. Easy to read Rule 9. Easy to read Combine short sentences to consolidate ideas, but don't ramble. Consecutive lengthy sentences burden readers..Example: ineffective - I dropped an egg and it landed on my dog. The egg was boiled and it did not crack open. effective - When I dropped a boiled egg, it landed on my dog without breaking effective - When I dropped a boiled egg, it landed on my dog without breaking.ineffective - The boy had orange hair color and freckles. Because of these traits, he looked very much like his mother..ineffective - The boy had orange hair color and freckles. Because of these traits, he looked very much like his mother. effective - The boy, with his orange hair and freckles, strongly resembled his mother. effective - The boy, with his orange hair and freckles, strongly resembled his mother.

Effective Writing Skills Tips for effective writing RULE 10. Exhibits a clear voice RULE 10. Exhibits a clear voice Reword redundant or wordy phrase Example: Example: ineffective - He is a man who [plays baseball]. effective - He [plays baseball]. ineffective - She is a woman who [spends most of her time in the office]. effective - She [spends most of her time in the office].

Effective Writing Skills Tips for effective writing Rule 11. Interesting throughout Rule 11. Interesting throughout Vary the structure of your sentences. Example: dull - We own seven barns in that town. We also own forty-two horses there. We like to ride horses in that countryside. intriguing - Riding horses is enjoyable for us in that country town. We own seven barns and forty-two horses there. intriguing - Riding horses is enjoyable for us in that country town. We own seven barns and forty-two horses there.

Effective Writing Skills Conclusions Utilize full potential of written communication Utilize full potential of written communication What you write will ultimately define you as a professional to your colleagues and superiors What you write will ultimately define you as a professional to your colleagues and superiors Match the appropriate communication method to the recipient Match the appropriate communication method to the recipient Eliminating excessive or unnecessary communication will improve your workflow Eliminating excessive or unnecessary communication will improve your workflow Mastering these skills will improve your ability and enhance your career Mastering these skills will improve your ability and enhance your career