K.I.S.S. YOUR WRITTEN COMMUNICATION!...Technical / Business Memos, letters, reports, instructions,...
Transcript of K.I.S.S. YOUR WRITTEN COMMUNICATION!...Technical / Business Memos, letters, reports, instructions,...
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K.I.S.S. YOUR WRITTEN COMMUNICATION!
Facilitated byRoziana Rashid
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March 2017
peacock eagle
dove owlK.I.S.S. YOUR COMMUNICATION
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Types Examples TraitsCreative Poems, plays, stories Connotative and expressive words, fictional
characters, imagery, and plots
Expressive Narratives, descriptions Subjective, based on personal experience, connotative and expressive words
Expository Comparison/contrast,analysis, cause/effect,argument/persuasion
Objective, connotative and denotative words
Journalism News stories, features,editorials
Objective, written from factual observation, short sentences and paragraphs, some connotative but more denotative words
Technical / Business
Memos, letters, reports,instructions, resumés,web pages
Objective, written about products or services, short sentences and paragraphs, denotative words
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Different types of writing
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If I were …
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General Guidelines:a. Plan before you writeb. Tone – write as you would speak, friendly &
politec. Names – check the genderd. Dates – write the monthe. Be concise and clear – the easier to read, the
better
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Letters - 1
K.I.S.S. YOUR COMMUNICATIONMarch 2017
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f. Remember the word order principle:Who – Does – What – How – Where –When(Subject – Verb – Object – Manner – Place –Time)
g. Avoid old fashioned words – hereby, herewith
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Letters - 2
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• E-mail components are similar to memos
but differ from letters.
– How?
• Like letters and memos, e-mail ~ must be
clear, concise, accessible, accurate, and
achieve audience recognition.
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E-mails - 1
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• A successful e-mail contains:
– a subject line with a topic and a focus,
– an introduction,
– a body, and
– a conclusion.
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E-mails - 2
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• The shorter the better
• Truncating & archiving e-mails
• Standard templates– good and bad – task at the right time in the right way – application to the workplace
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E-mails - 3
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People don’t like scrolling endlessly.
Instead, e-mail should abide by the WYSIWYG
factor.
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E-mails - check-list • Who is it going to?
– Prime addressee(s)
– Copies
– Blind copies
• Who is it from?
• Any deadlines to meet?
• Subject matter
• Purpose of communicationMarch 2017 K.I.S.S. YOUR COMMUNICATION 12
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• Rules governing sending e-mails – Subject heading – Salutation & greetings – Body content – to story in full or send as
attachment? – Signing off – Sending to one, sending to many – Copy and blind copy
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E-mail ethics
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TRAITS OF GOOD BUSINESS WRITING
1.Clarity2.Conciseness3.Accessible document design4.Audience recognition5.Accuracy
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• Clarity is MANDATORY!
• Is achieved by thorough questioning and answering.
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1.clarity
Date: 30 OctoberTo: All sales personnelFrom: Rahimah HashimSubject: MeetingWhat do you
think ofthis memo?
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Clarity checklist ~
Who
What
When
Where
Why
How
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• Successful business writing should help the reader
understand the text, not present challenges to
understanding!
• The responsibility to make the reader understand is that
of the writer.
• Conciseness is achieved through using short words,
unless a long word is needed.
• Also through using short sentences.
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2. conciseness
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• Redundancy• Prepositional phrases• Passive voice
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To shorten sentences, avoid:
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Prepositional phrases ~Wordy sentences Concise sentences
He drove at a rapid rate.
I will see you in the near future.
I am in receipt of your e-mail message requesting an appointment to meet with me.
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Redundancy ~Wordy sentences Less wordy sentences
We collaborated togetheron the projects
This is a brand newinnovation.
The other alternative isto eat soup.
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Passive voice ~Passive voice Active voiceIt is my decision to run for office.
There are sixteen people who tried out for the basketball team.
The computer was purchased by Mamat.
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Tools that help
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