6-BC PART -II

8/8/2019 6-BC PART -II

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CONTEMPORARY BUSINESS COMMUNICATION

Session-6

Developing Your Business Writing Skills

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What is style in writing

Words:

Write ClearlyPrefer short simple words

Write with vigor

Write Concisely

Prefer positive language

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Sentences

Use a variety of sentence type

Use active and passive voice appropriately

ParagraphsKeep paragraphs unified and coherent

Use parallel structure

Not: The new disp

atcher is competent

andf ast worker

But: The new dispatcher is competent andf ast

Control paragraph length

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Overall Tone

Write confidently

Use a courteous and sincere tone Use appropriate emphasis

Use nondiscriminatory language

Stress the YOU attitude

Design your documents for readability

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While writing the first draft of a message, youshould be more concerned with content thanwith style

Your major objective is to get your ideas downin some form, without worrying some styleand mechanics (i.e. form, spelling,punctuation abbreviation, capitalization,number division, word division)

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The more familiar you are with basic stylisticprinciples, the easier it will be to write yourfirst draft and the less editing you will need

to do later.

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Choosing the right words

Write clearly

Be accurate

Be completeUse familiar words

Avoid dangling expressions

Avoid unnecessary jargon

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Avoid dangling expressions

Not: Dr Ellis gave a presentation on the use of drugs in our auditorium

But: Dr Ellis gave a presentation in our

auditorium on the use of drugs

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Prefer short, simple words

Ascertain (learn)

Endeavor (try)

Enumerate (list)

Fluctuate (vary) Indispensable (vital)

Initiate (start)

Modification(change) Recapitulate(review)

Substantial(large)

Termination(end)

Utilization(use)

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Short words are bright, like sparks that glow inthe night; sharp like the blade of a knife; hot,like salt tears that scald the cheek; quick likemoths that flit from flame to flame; and terselike the dart and sting of a bee.

(mono syllabic words- Lincoln's favorite style of using words-Gettysburg Speech)

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Write with vigor

Use specific concrete language

Not: The vehicle broke down several timesrecently

But: The delivery van broke down three timeslast week

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Avoid slang and buzz words

Not: Enclosed please find an application formthat you should return at your earliestconvenience

But: Please return the enclosed applicationform before May 15

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One common pitfall in team writing is the failureto achieve a single voice in the document.

Regardless of who drafts each individual partof the document, the final documents mustlook and sound as though it were prepared byone writer. Think of the document as a whole,

rather that as collection of parts. Organize andpresent the information so that the documentcomes across as coherent and unified

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Avoid cliches, slang, and buzz words

A cliche is an expression that has becomemonotonous through overuse. It lacksfreshness and originality and may also sentthe unintended message that the writercouldn't be bothered to choose languagegeared specifically to he reader.

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Slang

Slang is an expression, often short lived, that isidentified with a specific group of people. If youunderstand each word in an expression but stilldon't understand what it means in context,

chances are you are having trouble with a slangexpression.

It turns my stomach the way you can break yourneck and beat your brains out around here, and

they still stab you in the back

(An American slang)

I am really upset that this company ignores hardwork and loyalty when making personal decisions.

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Buzz Words

A buzz word is an important sounding expressionused mainly to impress other people. Because buzzwords are so often used by government officials

and high ranking business people. People whosecomments are newsworthy. These expression getmuch media attention. They become instant clichesand then go out of fashion just a quickly.

Ex.-Bottom line, paradigm, done deal, parameter,scenario, interface, user-friendly, vision-statement.

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Avoid Redundancy

A redundancy is the unnecessary repetition of anidea that has already been expressed or intimated.Eliminating the repetition contributes to

conciseness.

Signing both copies of the lease is a necessaryrequirement

Combine the ingredients together

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Some other examples of Redundancy

Advance Planning (Planning)

Over again (over) Past history(History)

Plan ahead (Plan)

Repeat again (Repeat)

Basic fundamentals(Basic or Fundamental)

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Write concisely

Business people are busy people. The informationrevolution has created more paperwork, givingbusiness people access to more data. Havingmore data to analyze, managers wantinformation presented in the fewest possiblewords. To achieve conciseness , make every

word count. Avoid redundancy, wordyexpressions, and other space eaters.

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Avoid wordy expressions

Writing Although wordy expressions are notnecessarily writing errors they do slow the pace

of the communication and should be avoided Not: In view of the fact that the model failed

twice during the time that we tested it, we areat this point in time searching for other options.

But: Because the model failed twice when wetested it, we are now searching for other options

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are of the opinion that (believe)

due to the fact that (because) for the purpose of (for/to)

in order to (to)

in the event that (if)

pertaining to (about)

with regard to (about)

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Writing effective sentences

A sentence has a subject and a predicate andexpresses at least one complete thought.

Beyond this, sentences vary widely in style,length, and effect

To build effective sentences, use a variety of

sentence types, and use active and passivevoice appropriately

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Variety of sentences

Simple sentence:

A simple sentence contains one independent

clause (one complete thought) It presents a single idea and is usually short

Often used for emphasis

Use simple sentences for emphasis and variety

Ex. I quit.

I have got a good job.

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Compound Sentence

A compound sentences contains two or moreindependent clauses

Each clause presents a complete idea

Each idea receives equal emphasis Use a compound sentence to show

coordinate (equal) relationship

Ex. - 1. Stacey listened, but I nodded.

2. Morris technologies made a majoracquisition last year, and I turned to bedisaster.

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Complex sentence

A complex sentence has one independentclause and at least one dependent clause.

Ex.- 1. George Bosley, who is the new CEO atHubbell, made a decision.

2. I will be moving to Austin when I assumemy new position

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A unified paragraphs gives information that isdirectly related to the topic, presents thisinformation in a logical order, and omitsirrelevant details.

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6-BC PART -II

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Transcript of 6-BC PART -II