Structure in Writing and Thinking Content Basic English Structure in Writing and Thinking Business Communication [Report Writing] Conceptual

Bad communication has cost businesses General Introduction – Communication is an essential function of organisation. Whether written or oral, it is the conduit through which an organisation speaks to its customers. Below are some salient points on communication. Bad communication has cost businesses millions of Naira Good communication is an essential skill of leadership Bad communicators often loose out on first dates Good communicators are more successful at advancing their careers Conceptual

Better English (Betty Kirkpatrick) Better English- Introduction Book Author’s Brief Profile Better English (Betty Kirkpatrick) Betty Kirkpatrick has a long and distinguished career as editor, publisher and writer of  several English reference books such as Lexical Categories: Verbs, Nouns, and Adjectives Excerpts – Many of us, even with great education, from the most expensive Ivy league schools in the world are sadly lacking in good communication skills? Never has there been a greater need to ensure better quality of written and spoken English in the workplace. Recommended Outline: Sentences Subject and Predicate Types and Kinds of Sentences Punctuation Paragraphs Clauses, Phrases and Phrasal Verbs Conceptual

BASIC ENGLISH

What Exactly Is Good English?? Basic English- Introduction What Exactly Is Good English?? Good English refers to your level of written or spoken English. If you have good English skills, it means that you are able to make yourself understood in conversations or written documents. Conceptual

The Most Important Unit of Structure is the Sentence The Sentence and the Paragraph The Most Important Unit of Structure is the Sentence Your most important business tool as a business person, are your power business Sentences!! Imagine what happens when you cannot construct a correct sentence?! Conceptual

The missionaries are coming to town. The Sentence and the Paragraph Examples The document highlights the specific deliverables as outlined in the Service Level Agreement. The missionaries are coming to town. Two heads are always better than one, especially when planning for a program. The processes in each department should eliminate waste, and ensure efficiency, as much as possible. Conceptual

Classification of a Sentence The Sentence and the Paragraph By Structure By Purpose Classification of a Sentence Major Sentences Minor Sentences By Structure Declarative Sentence Interrogative Sentence Exclamatory Sentence Imperative Sentence By Purpose Simple Sentence Compound Sentence Complex Sentence Complex-compound Sentence Conceptual

Major Sentence They possess all of the features of a sentence The Sentence and the Paragraph They possess all of the features of a sentence Major Sentence Also known as regular sentences They usually have a subject and a predicate Examples The clients have requested for a Human Resource audit My team came up with a rather functional Performance Management System! The implementation of the marketing strategy was a thoroughly exciting and rewarding experience Conceptual

Minor Sentence They lack some of the other features of a sentence The Sentence and the Paragraph They lack some of the other features of a sentence Minor Sentence Also known as Irregular sentences They often lack a subject and a predicate Examples Absolutely! Great Performance! Power phrase. Brilliant speech. Conceptual

The Sentence and the Paragraph The Subject of a sentence refers to what the sentence is about, often the position or thing that carries out the action of the verb The subject usually gives a clear idea of what the sentence is about. The Predicate refers to the part of a sentence or clause that gives information about the subject. It is basically all the parts of a clause or sentence that are not contained in the subject. It can either be a single verb or a number of elements The subject can be noun, either a common noun or a proper noun or a verbal noun; a noun phrase; a pronoun; a subordinate clause; an infinitive. Conceptual

Object Direct Object Indirect Object The Sentence and the Paragraph Object The object of a sentence is the part of a sentence that is acted upon or is affected by the verb. It usually follows the verb to which it relates Direct Object The direct object refers to the person or thing that is directly affected by the action described by the verb It can be a noun, and in the sentence Indirect Object An indirect object usually refers to the person who benefits from the action described by the verb, often by receiving something. An indirect object can be preceded by the word to or for. Some verbs commonly take an indirect object as well as a direct object Conceptual

Structure in Writing and Thinking Content Basic English Structure in Writing and Thinking Business Communication [Report Writing] Conceptual

Structure in Writing & Thinking Structure in Writing and Thinking – Introduction Book Author’s Brief Profile Structure in Writing & Thinking (Barbara Minto) Barbara Minto holds an MBA from the Harvard Business School. Her Course reflects insights drawn from more than 30 years of conducting courses worldwide at major consulting firms and corporations. The phrase “Take this and make it Minto” is common in many of these organizations and the Minto Pyramid Principle is considered the ‘lingua franca’ for serious-minded professionals, especially those who want to be listened to and earnestly wish to advance their careers Excerpts – Most people think getting the right language, making simpler sentences means good writing or writing clearly. However the truth is “getting the thinking clear is more of a problem than getting the language right when writing”. One critical cause of unclear writing is the’ structure of a document’ which is more pervasive than the ‘right language’ but much easier to correct. The order in which sentences appears with no regard to whether they’re well or poorly written. When a writer’s ordering of his idea conflicts with the capability of a reader’s mind to comprehend them. Recommended Outline: The Pyramid Structure Ordering and Logic Stating the Logic Ordering from top down Thinking from the bottom up Conceptual

The human mind automatically orders information in a way that it can be easily understood The mind automatically sorts information into distinctive pyramidal groupings in order to understand it Any group of ideas is easier to understand if they arrive pre-sorted into their pyramid The mind perceives any sequence of things that occur together as belonging together Consequently, it sets about grouping these things in a logical manner The logic behind the grouping needs to be clearly stated The clearest sequence to presenting ideas is to order from the top down The top down ordering follows a pyramidal structure where the main idea is at the top of the pyramid Conceptual

The logic of the ordering needs to be clearly stated so that understanding is enhanced Inanimate Things LEVEL 1 Furniture Computer Hardware Software LEVEL 2 Desk Tablet Adobe Reader LEVEL 3 Chairs Scanner Flash Tables Router Dreamweaver Conceptual

“The church has a membership strength (2008) of 830, 000 members “The clearest writing sequence is always to give the summarising idea before giving the ideas being summarised” “Yoido Full gospel Church has one of the largest Pentecostal congregation in the world” “The church has a membership strength (2008) of 830, 000 members “The church has 171 associate pastors, 356 lay pastors and several thousands of cell groups today ” Conceptual

“The clearest writing sequence is always to give the summarising idea before giving the ideas being summarised” “Rotary International is one of the most philanthropic organisation in the world” “They have contributed billions of dollars to combat various challenges facing the world” “Their areas of focus include: disease prevention, water & sanitation, maternal & child health” “The Rotary foundation as at August 2006 has spent over $18 million on peace & conflict resolution alone” Conceptual

“The clearest writing sequence is always to give the summarising idea before giving the ideas being summarised” Winding Sequence The challenges involved with stopping Boko Haram for the Joint Task Force (JTF) include: the absence of a central database of information on every Nigerian, lack of proper training for security personnel, lack of up-to-date technologies/gadgets to curb acts of terrorism. The JTF could provide security to locals despite these risks, while seeking to put an end to this menace JTF should formulate a strategy to secure civilians while seeking to put an end to the reign of terror of Boko Haram Clear Sequence To successfully stop Boko Haram, The JTF should create a central data base, train its security operatives and invest in up-to-date, ammunitions and forensic gadgets/ equipment These factors if implemented could reduce and ultimately stop the occurrence of disasters caused by the deadly terrorist sect Conceptual

The reader is going to look for a structure connecting the ideas in the write up – You need to tell him in advance 3 Key Rules of Structure Ideas in every document should form a pyramid under a single thought Ideas at any level of the pyramid must be summaries of the ideas grouped below them Ideas in each grouping must be the same kind of ideas Ideas in each grouping must be logically ordered Sentence Paragraph Sections There are typically four Logical ways in which to order a set of ideas: Deductively: major premise, minor premise, conclusion Chronologically: first, second, third Structurally: nucleus, cell, organ Comparatively : first most important, second most important Conceptual

Substructures within the pyramid enable the writer gather ideas in an orderly manner Main Point (or highest level of abstraction) Vertical Relationship: between points and sub points; creates a question and answer dialogue Sub-points (a lower level of abstraction, that supports the main point) Sub-point 1: answering the question raised in the idea above. Must logically merit its position as being the first answer Sub-point 2: answering the question raised in the idea above as well. Must logically merit its position as being the second answer etc. Horizontal Relationship: between sub points and sub points; presented in the proper order The Narrative flow of the introduction Since writing is mostly aimed at communicating information that the reader does not know, the introduction should flow in a way that the origin/history of the subject is explained. Conceptual

Substructures within the pyramid enable the writer gather ideas in an orderly manner Example: Red Cross should invest in a local Health Center in Sudan Why? Reduce long term humanitarian crisis Increase overall wellbeing of sick, injured refugees How? Reversing the occurrence of rapid death through prolonged absence of Medicare Attending to injured persons who cannot afford quality Medicare Conceptual

Structure in Writing and Thinking Content Basic English Structure in Writing and Thinking Business Communication [Report Writing] Conceptual

Business Communication – Introduction Book Series Advisers Brief Profile Harvard Business Essentials – Business Communication (Harvard Business Review Press) Professor Mary Munter has taught management communication for over twenty-five years at the Stanford Graduate School of Business and Tuck School of Business at Dartmouth. Among her publication is Guide to Managerial communications, now in its sixth edition and named as one of the five best business books by the Wall Street Journal. Excerpts – An organisation that is clear, consistent, and effective in its communication with customers, employees, shareholders, creditors and the community is in a good position to establish trust and to elicit their collaboration. What is true about communication at the enterprise level applies equally at the individual level. People who are good communicators are more successful at advancing in their careers, other factors being equal. Recommended Outline: Good Writing Start-Up Strategies Everyday Writing [Reports, Memos, Letters and E-mail] Conceptual

Business Communication – Good Writing Every good piece of writing has a clearly defined objective, scope and approach, so before you begin settle in your mind what the endpoint is and make sure you don’t go out of the scope. Conceptual

The important elements in effective report writing are: Everyday Writing – Reports Managers and employees in every facet of business need to communicate clearly and effectively. This is true because of the advancement their organizations derive from communicating everyday thoughts clearly in writing. One way this can be achieved is through effective report writing. Reports here refers to, monthly reports, meeting notes, memos, financial statements, e-mails, etc. The important elements in effective report writing are: The planning and general organisation of the report The structure of the content The style of writing The presentation of numerical and graphical data and the use of references. Each of these will be covered in the slides below. Conceptual

Types of Reports – Reports are designed to convey and record information that will be of practical use to the reader. It is organized into discrete units of specific and highly visible information Category Description Types Meeting notes E-mail reminders Situational & Progress report Essays Personal Statements Curriculum Vitae Annual reports Informational These type of reports are created to inform or instruct the reader about a specific present situation. The reader sees the details of events, activities or conditions There is usually no analysis of the situation, conclusion or recommendation Investigative reports Current State Assessment report Feasibility report Periodic operating report Financial Statements White Papers Analytical These types of reports are created to show the relationship between to sets of information They are written to solve problems whether simple or complex Information in this category is usually hybrid (figures and words) Persuasive This is an extension of analytical reports, with the main focus being to sell an idea, service or product They are usually captured in a hybrid format (figures & words) They are used by consultants and bidders in the process of sealing a deal or contract Proposals Bids Tenders Conceptual

Steps to Preparing a Report – Before writing the report you must identify the purpose, plan the contents and research materials. Steps Description Key-Takeaways Purpose Planning Research Writing reports involves gathering facts. It is essential to start off by brainstorming what you have been asked to do. A simple method of doing this is to write down, in the centre of a plain piece of paper, the most important word or short phrase, then write down any ideas that link to the purpose of the report Consider who the report is being written for. This will help you structure your words appropriately and use the right tone or language Consider what the reader is going to do with it. This helps you arrange the information in a user friendly way Another key point to consider is why you are writing the report. A report should always have a clear objective This is a data gathering exercise that aims at finding relevant information to be used in preparing your report It would be helpful to state clearly, the scope of your research. This helps to make the research more purposeful, and can save you going off at a tangent or getting distracted. Take notes from as many different sources as you practically can – books, journals, magazines, internet documents, etc Who is it for? Why is it requested? What do they want it to cover? What do they not want it to cover? Think critically about the purpose of the report Write down key ideas that are linked to your purpose State clearly the scope an the limitations of your research Write your notes on a separate piece of paper Conceptual

Importance of Good Report Writing It serves business managers as a foundation for planning and coordination Effective report writing helps in building a positive image for the organisation. It ensures that every part of the organization is properly guided/synchronized for goal achievement Users find it easy to advance their career simply because they’ve mastered the fine art of report writing Conceptual

Poorly written reports can cost you a job/business deal Effect of Poor Report Writing Poorly written reports can cost you a job/business deal It can ruin the goodwill built over many years in split seconds It can lead to wastage of manpower, duplicity of work and inefficient It Leads to poor performance since employees who can't clearly express themselves are unlikely to get ahead as their poor communication often becomes an obstacle to effective teamwork. Conceptual

Every day Writing – Reports Reports are designed to convey and record information that will be of practical use to the reader. There are different types of reports: Monthly Reports Progress / Status Reports Annual Reports Investigative Report Periodic Operating Report Feasibility Report Monthly Unit/Departmental Reports Monthly reports generally describes the achievements of goals and objectives for the reporting period. This can be an account of financial details, partners or first-timers added, materials sold and distributed, etc. It may also includes challenges, successes, failures and recommendations. Conceptual

Every day Writing – Steps to Preparing a Unit /Departmental Report 1/2 Highlight significant achievements, events, developments, progress and predictions in the introduction section Mention major challenges, shortfalls and limitations Highlight Significant Achievements Describe the details of the goals/objectives for the reporting period. Under each goal/objective, describe successes and challenges, how they were addressed and rationale Say what systems were put in place to avoid/address similar challenges in the future Describe Goals & Objectives Provide relevant information on output attained in current month under review Compare with previous reporting period. Add projections for next reporting period. Support with visual representations such as tables, graphs and charts as appropriate Summarize Key Production Figures/Output Levels Insert On-going Projects Describe highlights, developments within the reporting period, difficulties and limitations. Include expectations and shortfalls. Use visual representations for input/output information, trends, and predictions Conceptual

Every day Writing – Steps to Preparing a Unit /Departmental Report 2/2 Do this for new activities and projects developed during the reporting period, Its smarter to capture such vital information Treat the same as for ongoing projects Use Separate Sections for New Activities Include a separate section for Budgeting Enter amounts allocated, amounts used, balance gains and/or shortfalls. Use standard budget format for the particular organization. Use tables, charts and figures where necessary Discuss Future Projects Describe future projects in a separate section on prospects, along with anticipated developments, results and predictions. Include goals and objectives for the next reporting period Discuss Recommendations & Insert Executive Summary Make suggestions for improvement, expansion and/or developments Include an executive summary to be placed before the introduction Write this section after the entire report is completed Conceptual

Writing Effective Memos Why Memo There are three basic reasons to write a memo: To persuade action To issue a directive To provide a report A memo, short for the word memorandum, comes from the Latin word ‘memorandus’, which means "to be remembered”. It is a business-oriented style that is the best suited for interoffice or inter colleague correspondence. More informal in tone and organization than a letter, memos are generally used to provide or ask for information, announce a new policy, update on personnel transfers, or for any other internal issues. Elements of an Effective Memo An effective memo: Grabs the reader's attention Provides information, makes a recommendation, or asks for action Supports your position or explains benefits to reader Mentions next steps and deadlines Conceptual

Information Memo Problem solving Memo Persuasion Memo Internal Memo Types of Memos: There are four types of memos you might have to write, each with its own organisational format Used to deliver or request information or assistance First paragraph provides main idea Second paragraph expands on the details Third paragraph outlines the action required Information Memo Suggests a specific action to improve a situation First paragraph states the problem Second paragraph analyzes the problem Third paragraph makes a recommendation When making a recommendation, this includes not only the positive details but also the drawbacks and diffuse them yourself Problem solving Memo Used to encourage the reader to undertake an action he or she doesn't have to take First paragraph begins with an agreeable point Second paragraph introduces the idea Third paragraph states benefits to the reader Fourth paragraph outlines the action required Fifth paragraph ends with a call to action Persuasion Memo Used to convey suggestions to senior management First paragraph states reason for writing Second paragraph outlines present situation and states writer's proposal Third paragraph describes advantage(s) Fourth paragraph mentions and diffuses disadvantage(s) Fifth paragraph ends with a call to action Internal Memo Conceptual

Sample Memo To: All Staff From: The Boss  Date: June 1, 2006 Re: New Memo Format Effective June 1 In order to make interoffice communications easier, please adhere to the following guidelines for writing effective memos: Clearly state the purpose of the memo in the subject line and in the first paragraph. Keep language professional, simple and polite. Use short sentences. Use bullets if a lot of information is conveyed. Proofread before sending. Address the memo to the person(s) who will take action on the subject, and CC those who need to know about the action. Attach additional information: don’t place it in the body of the memo if possible. Please put this format into practice immediately. We appreciate your assistance in developing clear communications. If you have any questions, please don’t hesitate to call me. Thank you. Conceptual

Helps Answer the following questions Meeting Notes – Also known as ‘minutes’, these are meant to record basic information and can be used as reference for future meetings on similar topics. They capture the essential information of a meeting – decisions and assigned actions. Helps Answer the following questions What we decided in the meeting What we accomplished in the meeting What we agreed to in terms of next steps (action items) Conceptual

Key Point – Meeting notes must be as straight to the point as possible Discussion CHRIST EMBASSEY ZONE 4 MEETING NOTES Date Subject Location Time Attendees Name Position Email Address This is true because readers like to skim through for the information they need. Therefore your template should include the following: Subjects Attendees Date and location Key highlights Actions agreed upon Person responsible Deadline Key Insights (Contains the key highlight of the meeting) Meeting Notes (Contains the discussion or deliberations of the meeting) Task Owner Deadline Conceptual

Category Structure Types Emails Email is world-wide electronic communication system in which a computer user can compose a message at one terminal that can be regenerated at the recipient's terminal when the recipient logs in. Category Emails can be categorized into Formal (Work mails, client mails) and Informal emails (mails to a friend, parents, siblings) NOTE: In a work environment, communication is by the use of formal emails. Structure Types Point making/ information Email – The email itself is the point. It is used to tell the receiver something, or state a point, make a compliment or pass and information. No reply is required. Inquiries – this is used to gain information from the receiver in the form of a reply. It could be in form of seeking an advice or asking questions. Reply is your desired outcome. Open-Ended Dialog – this type of email helps to keep communication lines open, for the purpose of some future result or benefit. Action Emails – This mail is to instruct the receiver to carry out certain actions as stated in the mail. The goal is not the reply, but some action on the part of the receiver. Responding This is a mail in response to an instruction given or a report on instructions carried out. In can be used as reply to enquiry Conceptual

How to Compose an Email Open your email box by typing in your email address and password Click on new as illustrated below Follow the guidelines as described in the picture Conceptual

Structure Structure of an Email Subjects: This is a very vital part of an Email. Every email should have a subject/title. Subject informs the reader of what the email is about. Note that it is very easy to forget to type this important information hence special attention should be made to ensure it is written. Structure Subject Contents: The content of an email helps the reader know what the email is about and helps them decide how important or urgent the email is. Keep the subject short and clear but avoid such headings as:  ‘Good News’, ‘Hello’, ‘Message from Mary’. These headings are common in messages containing viruses. Short but specific headings are needed, e.g. Delay in sending my April Monthly Report. Permission to be absent from training on 17-05-2012 Conceptual

Structure Structure of an Email Greetings: Start the message with a greeting so as to help create a friendly but business-like tone. When greeting, it is preferred and safer to use the Surname of a person in addressing them than their first name except you are familiar with such a person or of equal levels e.g. Dear Pastor Izevbigie, Dear Mrs. Ododo. Purpose: Start with a clear indication of what the message is about in the first paragraph. Give full details in the following paragraph(s). Make sure that the final paragraph indicates what should happen next. Action: Any action that you want the reader to do should be clearly described, using polite phrases. Subordinates should use expressions such as 'Could you...' or ' I would be grateful if...'. Superior staff should also use polite phrases, for example, 'Please...'. Structure Conceptual

Structure Structure of an Email Attachments Make sure you make reference to any attachment you are adding in the main message and of course make sure that you remember to include the attachment(s). Also make sure the file name describes the content, and is not too general; e.g. 'message.doc' is bad, but ' Cell Group Report_ April 2012.doc' is good.  Endings  End the message in a polite way. Common endings are: Yours sincerely, Best regards, Best wishes, Regards, If you did not put a comma after the greeting at the beginning of the message, then do not put a comma after the ending. Conceptual

Quick Tips on Writing a Formal Email Structure and quick tips for Emails Structure Quick Tips on Writing a Formal Email Names: Make sure your Name is Included at the end of the message. It is most annoying to receive an email which does not include the name of the sender. The problem is that often the email address of the sender does not indicate exactly who it is from. Always fill in the subject line with a topic that means something to your reader. Not "Decals" or "Important!" but "Deadline for New Parking Decals.“ Put your main point in the opening sentence. Most readers won't stick around for a surprise ending Never begin a message with a vague work or phrase, always specify what you're writing about. "This." ("This needs to be done by 5:00.") What do you mean by ‘this’ ? Conceptual 44

Quick Tips on Writing a Formal Email Quick tips for Emails Quick Tips on Writing a Formal Email Don't use ALL CAPITALS (no shouting!), or all lower-case letters As a general rule, PLZ avoid chat-room abbreviations acronyms you may be ROFLOL (rolling on the floor laughing out loud), but your reader may be left wondering WUWT (what's up with that) Be brief and polite. If your message runs longer than two or three short paragraphs, consider (a) reducing the message, or (b) providing an attachment. But in any case, don't snap, growl, or bark in your mails Remember to say "please", "thank you" “sorry” when necessary and mean it. Add a signature block with appropriate contact information (in most cases, your name, business address, and phone number, along with a legal disclaimer if required by your company Edit and proofread before hitting "send." sweat the small stuff, but unfortunately your reader may think you're a careless dolt Conceptual

Using Charts and Graphs for Your Reports The Problem of Business Reports Business reporting is not always easy. Too often we can get swamped down in paper work and long, exhaustive reports that offer entirely too much information. Your business reporting does not have to end up like that. If you find yourself caught in this trap of creating long boring reports that nobody wants to read then perhaps it is time you find a new way to present your findings. Charts/Graphs A pictorial device, such as a pie chart or bar graph, used to illustrate quantitative relationships. Also a diagram that exhibits a relationship, often functional, between two sets of numbers as a set of points having coordinates determined by the relationship Key Thoughts to Consider Graphs are an important part of our everyday life. It may not seem that way, but without graphs, we would be lost in heaps of data. Without even knowing it, important decisions are made daily throughout the world based on what a graph can tell us. Here are some of the main reasons why we use graphs: Making sense of a company’s data Present information easily and quickly Serious fun Conceptual 46

Using Charts and Graphs for Your Reports Difference between Charts and Graphs There is a very little difference between these two terms both are used to embody visual and spatial elements that aid in our understanding and interpreting the information. Charts Charts are usually used to represent simple two variable data, such as Bar charts or pie charts. These can also be used to refer quantities that refer complex data-dense maps. Graphs Graph is usually referred to be used in some mathematical sense because it usually contains X, Y or Z-axis. In a graph no data is represented without using axes and sometimes it is also divided into grids for easier classification of data. Conceptual

Using Charts and Graphs for Your Reports Types of Graphs and Charts There are many types of graphs and charts that are commonly used for showing business reports. These are listed as below: Line graphs A way of representing two pieces of information, which is usually related and vary with respect to each other. This is useful when comparisons are needed Pie Charts A type of a graph normally used in showcasing a wholesome quantity; we have to show that how this whole quantity is broken into parts. Bar Charts Area Graphs Waterfall Chart Polar Chart This is a type of chart, which contains labeled horizontal or vertical bars showing a piece of information and an axis These graphs are used to show how something changes with respect to time. An area graph shows the contribution of each data series in the form of a picture This contains floating vertical columns that shows the increase or decrease in an initial value through a series of intermediate steps leading to a final value. A Polar Chart is a circular chart in which data is displayed in terms of values and angles. Conceptual

Using Charts and Graphs for Your Reports Example Below is an example of how charts and graphs can easily display and interpret voluminous data: Discussion The gender analysis reveals that 77% of the staff are females The marital status chart shows that a huge concentration of staff are single Conceptual Conceptual 49 49