Communication SkillsCommunication Skillsand Effective writingand Effective writing

Dr. Sarwet RasulDr. Sarwet Rasul

All the four skillsAll the four skills

►Listening: 4 levelsListening: 4 levels►Speaking: You are what you saySpeaking: You are what you say►Reading: Though its hard let us readReading: Though its hard let us read►Writing: Essentials of writingWriting: Essentials of writing

Writing Involves What?Writing Involves What?

►Grammatical correctnessGrammatical correctness►Lexical masteryLexical mastery►Mechanical abilityMechanical ability►Stylistic awarenessStylistic awareness►Organizational powerOrganizational power►Judgment of appropriatenessJudgment of appropriateness

The Seven C’s of Effective The Seven C’s of Effective CommunicationCommunication

1     1     Completeness Completeness

i.         Provide all necessary informationi.         Provide all necessary information

ii.        Answer all questions askedii.        Answer all questions asked

2)      2)      Conciseness  Conciseness  

i.         Eliminate Wordy Expressions i.         Eliminate Wordy Expressions

ii.        Include only Relevant Materialii.        Include only Relevant Material

iii.       Avoid Unnecessary Repetitions iii.       Avoid Unnecessary Repetitions 

3)      3)      Consideration  Consideration  

i.          Focus on ‘You’ instead of ‘I’ or ‘We’i.          Focus on ‘You’ instead of ‘I’ or ‘We’

ii.    Show Audience Benefit or Interest in the ii.    Show Audience Benefit or Interest in the Receiver Receiver

iii.       Emphasize Positive, Pleasant Factsiii.       Emphasize Positive, Pleasant Facts

The Seven C’s of Effective CommunicationThe Seven C’s of Effective Communication

► 4)      4)      ConcretenessConcreteness► i.        Use Specific Facts and Figures i.        Use Specific Facts and Figures ► ii.        Put Action in your Verbsii.        Put Action in your Verbs► iii.       Choose Vivid, Image–Building Words  iii.       Choose Vivid, Image–Building Words  ► 5)      5)      Clarity Clarity ► i.        Choose Precise, Concrete, and Familiar Wordsi.        Choose Precise, Concrete, and Familiar Words► ii.        Construct Effective Sentences and Paragraphs  ii.        Construct Effective Sentences and Paragraphs  ► 6)      6)      Courtesy Courtesy

i.        Be Sincerely Tactful, Thoughtful and i.        Be Sincerely Tactful, Thoughtful and Appreciative Appreciative

► ii.        Use Expressions that Show Respectii.        Use Expressions that Show Respect► iii.       Choose Nondiscriminatory Expressions iii.       Choose Nondiscriminatory Expressions ► 7)      7)      Correctness Correctness

i.       Use the Right Level of Language i.       Use the Right Level of Language ► ii.        Check Accuracy of Figures, Facts and Words ii.        Check Accuracy of Figures, Facts and Words ► iii.        Maintain Acceptable Writing Mechanics iii.        Maintain Acceptable Writing Mechanics

A few examples of language useA few examples of language use

Camouflaged Camouflaged verbsverbs

► The new policy The new policy involved the involved the standardization of standardization of procedures.procedures.

►We must bring We must bring about a about a reconciliation of reconciliation of our differences.our differences.

Clear verbsClear verbs

► The new policy The new policy standardized the standardized the procedures.procedures.

►We must We must reconcile our reconcile our differences.differences.

Elementary Principles Of Elementary Principles Of Clarity in WritingClarity in Writing

►Use the active voiceUse the active voice►Put statements in positive formPut statements in positive form►Omit needless wordsOmit needless words►Express coordinate ideas in similar Express coordinate ideas in similar

formform►Choose a suitable design & hold to itChoose a suitable design & hold to it

Use the Active VoiceUse the Active VoiceThe active voice is usually more direct and vigorous than the passive.The active voice is usually more direct and vigorous than the passive.► ““I shall always remember my first visit to Kalam.”I shall always remember my first visit to Kalam.”This is much better than:This is much better than:► ““My first visit to Kalam will always be remembered My first visit to Kalam will always be remembered

by me.”by me.”The latter is less direct, less bold and less concise. The latter is less direct, less bold and less concise. ► If the writer tries to make it more concise by omitting “by me”.If the writer tries to make it more concise by omitting “by me”.► ““My first visit to Kalam will always be remembered.”My first visit to Kalam will always be remembered.”It becomes indefinite: is it the writer, or some person undisclosed, or It becomes indefinite: is it the writer, or some person undisclosed, or

the world at large, that will always remember this visit?the world at large, that will always remember this visit?

Do not entirely discard the passive voice, which is frequently Do not entirely discard the passive voice, which is frequently convenient and sometimes necessary.convenient and sometimes necessary.

► ““The dramatists of the Restoration are little esteemed today.”The dramatists of the Restoration are little esteemed today.”► ““Modern readers have little esteem for the dramatists of the Modern readers have little esteem for the dramatists of the

Restorations.”Restorations.”

Put statements in positive Put statements in positive form.form.

►He was not very often on time.He was not very often on time.►He usually came late.He usually came late.►He did not think that studying Persian He did not think that studying Persian

was of much use.was of much use.►He thought the study of Persian He thought the study of Persian

useless.useless.

► Question—Question—ask, inquire, question, query, quiz, beg, entreat, ask, inquire, question, query, quiz, beg, entreat, imploreimplore

► Answer—Answer—explain, reply, respond, retort, maintain, insistexplain, reply, respond, retort, maintain, insist► Say Yes—Say Yes— affirm, assert, agree, admit, echo, acknowledge, affirm, assert, agree, admit, echo, acknowledge,

assure, consentassure, consent► Say No—Say No— deny, contradict, protest, grumble, correct, deny, contradict, protest, grumble, correct,

object, disagree object, disagree ► Say Casually—Say Casually— remark, comment, suggest, tell, talk, remark, comment, suggest, tell, talk,

gossip, converse, chatgossip, converse, chat► Say Formally—Say Formally— announce, report, declare, utter, proclaim, announce, report, declare, utter, proclaim,

advise, take counsel advise, take counsel ► Repeat—Repeat— insist, maintain, rehearse, recite, lecture, insist, maintain, rehearse, recite, lecture,

expatiate expatiate ► Argue—Argue— imply, insinuate, demand, plead, debate, grant, imply, insinuate, demand, plead, debate, grant,

defend, contend defend, contend ► Say Crossly—Say Crossly— scold, admonish, reprove, rebuke, chide, scold, admonish, reprove, rebuke, chide,

berate, nag, threaten berate, nag, threaten ► Say Loudly—Say Loudly— call, cry, exclaim, yell, shriek, shout, rant, call, cry, exclaim, yell, shriek, shout, rant,

roar, bellow roar, bellow ► Say Softly or Hesitantly—Say Softly or Hesitantly— suggest, mumble, mutter, suggest, mumble, mutter,

whisper, whimper, whine whisper, whimper, whine ► Say Light-heartedly—Say Light-heartedly— prattle, gabble, jabber, tattle, blab, prattle, gabble, jabber, tattle, blab,

banter, flatter, teasebanter, flatter, tease

It is better to express even a negative in positive It is better to express even a negative in positive form.form.

► Not honestNot honestdishonestdishonest

► Do not rememberDo not rememberforgetforget

► Did not pay any attention toDid not pay any attention toignoredignored

► Not importantNot important ??

► Did not have much confidence inDid not have much confidence in??

The antithesis of negative and positive The antithesis of negative and positive is strong:is strong:

► Not charity, but simple justiceNot charity, but simple justice► Not that I loved my profession Not that I loved my profession

less, but that I loved painting more.less, but that I loved painting more.

Negative words other than ‘not’ are Negative words other than ‘not’ are usually strong.usually strong.

The assignment’s importance I never The assignment’s importance I never knew, until I met the DG.knew, until I met the DG.

Omit needless words.Omit needless words.► Vigorous writing is concise. Vigorous writing is concise.

► A sentence should contain no unnecessary A sentence should contain no unnecessary words, a paragraph no unnecessary words, a paragraph no unnecessary sentences, for the same reason that a sentences, for the same reason that a drawing should have no unnecessary lines drawing should have no unnecessary lines and a machine no unnecessary parts. and a machine no unnecessary parts.

► This does not mean that the writer makes This does not mean that the writer makes all his sentences short, or that he avoids all his sentences short, or that he avoids all details and treats his subjects only in all details and treats his subjects only in outline, but that every word outline, but that every word tellstells..

Many expressions in common use violate the principle Many expressions in common use violate the principle of conciseness:of conciseness:

► the question as to whetherthe question as to whetherwhether (the question whether)whether (the question whether)

► there is no doubt but thatthere is no doubt but that

no doubt (doubtless)no doubt (doubtless)► used for fuel purposeused for fuel purpose

used for fuelused for fuel► he is a man whohe is a man who

hehe► in a hasty mannerin a hasty manner

hastilyhastily► this is a subject thatthis is a subject that

this subjectthis subject► His story is a strange one.His story is a strange one.

His story is strange.His story is strange.

► An expression that is especially debilitating is An expression that is especially debilitating is ‘the ‘the fact that’fact that’. It should be revised out of every sentence . It should be revised out of every sentence in which it occurs.in which it occurs.

► owing to the fact thatowing to the fact that…………………………………………

► in spite of the fact thatin spite of the fact that…………………………………………

► call your attention to the fact thatcall your attention to the fact that…………………………………………

► I was unaware of the fact thatI was unaware of the fact that…………………………………………

► the fact that he had not succeededthe fact that he had not succeeded…………………………………………

► the fact that I had arrivedthe fact that I had arrived…………………………………………

► owing to the fact thatowing to the fact thatsince (because)since (because)

► in spite of the fact thatin spite of the fact thatthough (although)though (although)

► call your attention to the fact thatcall your attention to the fact thatremind you (notify you)remind you (notify you)

► I was unaware of the fact thatI was unaware of the fact thatI was unaware that (did not know)I was unaware that (did not know)

► the fact that he had not succeededthe fact that he had not succeededhis failurehis failure

► the fact that I had arrivedthe fact that I had arrivedmy arrivalmy arrival

Who is, which was, and the like are Who is, which was, and the like are often superfluous.often superfluous.

►His brother, who is a member of the His brother, who is a member of the same firmsame firm

►His brother, a member of the same His brother, a member of the same firmfirm

►Cambodia, which was Peterson’s last Cambodia, which was Peterson’s last battlebattle field field

► Cambodia, Peterson’s last battle fieldCambodia, Peterson’s last battle field

A common way to fall into wordiness is to A common way to fall into wordiness is to present a single complex ideas, step by step, present a single complex ideas, step by step,

in a series of sentences that might to in a series of sentences that might to advantage be combined into one.advantage be combined into one.

► The manager was very ambitious. This led The manager was very ambitious. This led him to wish to become the director of the him to wish to become the director of the firm. The colleagues predicted that this wish firm. The colleagues predicted that this wish of his would come true. The director at that of his would come true. The director at that time was X. Encouraged by his assistants, time was X. Encouraged by his assistants, the manager worked hard to win against X. the manager worked hard to win against X. He was thus enabled by his assistants to He was thus enabled by his assistants to succeed X as a director. succeed X as a director.

(60 words)(60 words)

►Encouraged by his assistants, the Encouraged by his assistants, the manger achieved his ambition and manger achieved his ambition and realized the prediction of colleagues of realized the prediction of colleagues of becoming the director of firm in place becoming the director of firm in place of X through hard work. of X through hard work.

(28 words)(28 words)

Do you see any problem with Do you see any problem with these sentences?these sentences?

►The teacher asked the boy to repeat The teacher asked the boy to repeat that again.that again.

► In the surrounding circumstances it In the surrounding circumstances it can not be considered a good decision.can not be considered a good decision.

Avoid over lapping that Avoid over lapping that suggests ignorance ofsuggests ignorance of

meanings.meanings.►Repeat that againRepeat that again►surrounding circumstancessurrounding circumstances►1111 p.m. that night p.m. that night►cooperate together cooperate together ►my-own autobiographymy-own autobiography►biography of his life biography of his life

Avoid unnecessary use of Avoid unnecessary use of up, up, out,out, etc. etc.

►return back return back ► lose outlose out►a man I met up witha man I met up with►rest-uprest-up►try outtry out►where is he -at?where is he -at?►finish offfinish off

Be careful in the use of Be careful in the use of adjectives that merely echo adjectives that merely echo

their nounstheir nouns ► A true fact A true fact ► as a general ruleas a general rule► is-a-necessary requisiteis-a-necessary requisite► first beginningsfirst beginnings► strict accuracystrict accuracy► the important essentialsthe important essentials► final completion final completion ► joint partnership joint partnership ► successful achievements successful achievements ► habitual custom habitual custom ► deep passion deep passion ► abundant wealthabundant wealth► they are both alikethey are both alike► total effect of all thistotal effect of all this

Over-using intensives and Over-using intensives and superlativessuperlatives

► perfectly all rightperfectly all right► entirely new- creation entirely new- creation ► just too lovelyjust too lovely► utter absence of utter absence of ► absolute necessity absolute necessity ► so very- perfectso very- perfect► totally annihilated totally annihilated ► complete master ofcomplete master of► absolutely most uniqueabsolutely most unique

A few examples of language useA few examples of language use

Long wordsLong words

► The decision was The decision was predicted on the predicted on the assumption that an assumption that an abundance of abundance of monitory funds monitory funds was forthcoming.was forthcoming.

Short wordsShort words

► The decision was The decision was based on the based on the belief that there belief that there would be more would be more money.money.

Cont.Cont.

Long wordsLong words

►Definitive action Definitive action was effected was effected subsequent to subsequent to the reporting the reporting date. date.

Short wordsShort words

► Final action was Final action was taken after taken after reporting date.reporting date.

Report Writing: Parts of Report Writing: Parts of ReportReport

►The Letter of Transmittal:The Letter of Transmittal:a. Dear:a. Dear:

Here is the report you requested on Here is the report you requested on August 10, 2008 about……August 10, 2008 about……

b. Give an over all view of the report. If a b. Give an over all view of the report. If a summary is included make it brief.summary is included make it brief.

c. Acknowledge those who helped. c. Acknowledge those who helped.

d. Thank the authority (person who d. Thank the authority (person who requested the report) for giving the requested the report) for giving the opportunity to help.opportunity to help.

Cont..Cont..

►The Title Page:The Title Page:a. Description of the report. Not short as it a. Description of the report. Not short as it

confuses.confuses.

‘ ‘Implementation of New Power Supply Implementation of New Power Supply Plan in the Suburbs of Islamabad.’ Plan in the Suburbs of Islamabad.’

b. Identification of Authorityb. Identification of Authority

Prepared for Prepared for

The Chief Officer The Chief Officer

Curriculum Bureau …Curriculum Bureau …

Cont..Cont..

c. Identification of person who c. Identification of person who prepared itprepared it

Prepared by Prepared by

Dr. Sarwet RasulDr. Sarwet Rasul

Department of EnglishDepartment of English

Fatima Jinnah Women University Fatima Jinnah Women University

Cont..Cont..

►The Contents Page:a. It should include each heading upto the third level. The headings should follow a parallel format of numbering. b. Table of Figures c. List of Tables

This can be generated from the Windows toolbar: Put the cursor at the top of you document. Go to ‘Insert’. Select ‘Reference’. Choose ‘Index and Tables’ and click. The complete list of headings with page numbers will appear.

Cont..Cont..

►The Summary of Synopsis:The Summary of Synopsis:a. Short overview of the report a. Short overview of the report

includes brief purpose of reportincludes brief purpose of report

b. Methodologyb. Methodology

c. Findings (result)c. Findings (result)

Cont..Cont..

DeductiveDeductive►DirectDirect► ConclusionConclusion► PurposePurpose►Method Method ► Findings Findings

InductiveInductive ► IndirectIndirect► PurposePurpose►Method Method ► FindingsFindings► ConclusionConclusion

Body of the Report:Body of the Report:

Cont..Cont..

► Addenda:Addenda:a.a. BibliographyBibliography

b.b. Appendix Appendix

c.c. Index Index

Writing LettersWriting Letters

i.i. Own address/ LetterheadOwn address/ Letterhead

ii.ii. Inside address (Addressee's name and Inside address (Addressee's name and address)address)

iii.iii. Date: July 02, 2009 (month, day, year)Date: July 02, 2009 (month, day, year)

iv.iv. Subject: Subject: Provision of Format of LettersProvision of Format of Letters

v.v. Salutation (Dear Ms. Rasul/Dear Dr. Rasul; Salutation (Dear Ms. Rasul/Dear Dr. Rasul; Dear Professor Rasul/Dear Mr. Rasul)Dear Professor Rasul/Dear Mr. Rasul)

Format of LettersFormat of Letters

VI. Body:VI. Body:

Deductive for queries/ routine/ request Deductive for queries/ routine/ request lettersletters

a. Important ideaa. Important idea

b. Details or explanationsb. Details or explanations

c. Closingc. Closing

Format of LettersFormat of Letters

Inductive for persuasive/or bad news Inductive for persuasive/or bad news letters:letters:

a. Begin with a neutral statementa. Begin with a neutral statement

b. Present the facts or analysisb. Present the facts or analysis

c. State the reasons for c. State the reasons for persuasionpersuasion

d. Close with a related idead. Close with a related idea

Format of LettersFormat of Letters

VIII. SignaturesVIII. Signatures

(Typed name with title underneath it)(Typed name with title underneath it)

IX. Enclosures: if anyIX. Enclosures: if any

Format of LettersFormat of Letters

VII. Complimentary Closing:VII. Complimentary Closing:

Yours truly,Yours truly,

Yours sincerely,Yours sincerely,

READINGREADING

►Why do we find reading difficult?Why do we find reading difficult?

►Let’s read a storyLet’s read a story

TELEGRAPHIC READINGTELEGRAPHIC READINGBefore taking a start as a telegraphic Before taking a start as a telegraphic

reader look at the following paragraphs:reader look at the following paragraphs:

►““Every book has skeleton hidden Every book has skeleton hidden between boards. Find it. Book between boards. Find it. Book comes with flesh and clothes. All comes with flesh and clothes. All dressed. Not asking you be dressed. Not asking you be impolite or cruel. Do not undress it impolite or cruel. Do not undress it or tear flesh to get at structure. or tear flesh to get at structure. Read with x-rays eyes, essential Read with x-rays eyes, essential part of first apprehension to grasp part of first apprehension to grasp structure”.structure”.

Now look at the real paragraph:Now look at the real paragraph:►

““Every book has a skeleton hidden between Every book has a skeleton hidden between its boards. Your job is to find it. A book its boards. Your job is to find it. A book comes to you with flesh on its bare bones and comes to you with flesh on its bare bones and clothes over its flesh. It is all dressed up. I clothes over its flesh. It is all dressed up. I am not asking you to be impolite or cruel. am not asking you to be impolite or cruel. Your do not have to undress it or tear the Your do not have to undress it or tear the flesh off its limbs to get at the firm structure flesh off its limbs to get at the firm structure that underlies the soft. But you must read the that underlies the soft. But you must read the book with x-ray eyes, for it is an essential book with x-ray eyes, for it is an essential part of your first apprehension of any book to part of your first apprehension of any book to grasp its structuregrasp its structure

(Reading improvements for adults Leedy . (Reading improvements for adults Leedy . P. D)P. D)