Elements of Effective Wriitng

7/29/2019 Elements of Effective Wriitng

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A WorkshopOn

Group Communication and

Technology Enabled Communication

27 29 July 2011

AtDesh Bhagat Institute of Management

and Sciences

Conducted byDr. V S Nirban

Birla Institute of Technology and

Science Pilani


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Workshop Agenda

Group Discussion Group

CommunicationWriting for ImpactObject Linking and EmbeddingCorporate Communication: Letters and

BrochuresUsing Internet for Communication


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Group Discussion

DefinitionEnvironment

ApproachTraitsGroup behaviorApproachDosDonts


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Definition

Communication (small no. of people)

Face-to-faceFree oral interaction

Exchange informationMake decisions


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EnvironmentTopic

Time

CandidatesSeating arrangements

Unstructured/ Structured


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Approach

Pay attention to topic- no ambiguity

Generate ideas, develop & prioritize

themListen exchange of ideas healthy

Not consensus but conclusion


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Individual Traits Ideas generation, originality, depth,

relevance

Articulation clarity, fluency, modulation, good

delivery

Listening have to react to what others say

Body lang.- apposite signals sent out by bodylang.

Initiative get/give an opportunity to speak


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Group Behavior

Participation

LeadershipTimesharing & orderly conduct

Handling turbulence

Handling Bull dozers


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Participation

High

Low

Shift Silent (how treated)

Consistent

Who talks to whom

Keep the ball rolling


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Leadership

Driver-impose views, passes judgement,

blocks undesired action.

Amiable-supports others, no conflict.

Democrat-involves one & all, expresses

himself, does not evaluate other, tries to solve

the problem & conflict


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Orderly conduct

Dominate without bullyingShare time & views

Helps others getting in GD


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Turbulence

Restore order

Activate inert participants


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Bull dozers

Silence them

Raise voice level

Find a real flawPhysically gesturing

Rationally


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Dos

Seat comfortably

Listen to topic

Organize ideas

Speak at the earliest

Identify supporters

opponents

Allow supporter to

augment

Keep track of time

Share time fairly

Maintain eye contact

Take notes

Aim for conclusion

not consensus


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Donts Be in a hurry

Be silent

Dominate vocally/physically

Assume role of chairman Introduce topic

Take extreme stance

Look at faculty

Shut down inert participants

Move excessively

Throw all ideas at one shot

Speak fast

Digress Indulge in ill conversation

Pay attention to bull dozers

Use slang

Get emotional


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Importing, Linking And Embedding

OLE


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Linking, Embedding And

Importing

SOURCE

PROGRAM

OBJECT DESTINATION

PROGRAM

Are INTEGRATION Techniques


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Integration Is Grrreat!! Integrating

Microsoft Office

programs canincrease yourefficiency,

productivity andcreativity!


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However Embedding and

linking can cause your

system to run veryslowly. Especially if

your computer has

limited memory.


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Three Terms To Remember1. Object

2. Source

3. Destination


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1.Object File brought from source

to destination.

Examples:

A graph or chart created in

excel.

Miniatures of slides created

in PowerPoint. An outline created in word.


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2. Source

Program and file

from which youbring the object.


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3. Destination

The program and

file into whichyou will place the

object


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Mini Review

An OBJECT Is the item you bring from the source to destination

program

The SOURCE Is the program from which you bring the object

The DESTINATION

Is the program file in which you place the object


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An Integration Term: OLE

Object linking and embedding.

Refers to the ability to perform IN PLACE EDITING.

The ability to link or embed.

Not supported by all software programs..

Critical reason why Microsoft Office is the preferred by home andbusiness users.

Pronounced Ole-LAY.


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Importing

Integration Technique

# 1:


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File To Import

The Object

is a Word Outline

shown in the

SourceProgram,

MS Word

Screen Capture


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How To Import The File

The object becomes a part of the destination program

There is no further communication between the source

and destination program

Make formatting adjustments within destination program.

Choose slides

from files or

slides from

outline


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Imported File

I. MotherA. Slippers

B. Writing Paper

II. Father

A. Compact Discs

B. Gloves

III. Sister

A. Blouse

B. Appointment Book

IV. BrotherA. Video Game

B. DVDs

CHRISTMAS SHOPPING LIST

The Object,an Outline

as a slide in the

Destination

Program,

MS PowerPoint


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The Results Of Importing The object becomes a part of the

destination program.

There is no further communication

between the source and destination

program.

Edits are made within destination

program, using the destination

program.

Changes to file in the destination

program are not rendered in the

source program file.


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Embedding


#2:


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File To Embed

Screen Capture of

Holiday Shopping

Budget Created InMS Excel

The Object,

an Excel Tableshown in the

SourceProgram,MS Excel


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To Embed A File

Link is not checked

Creates a one-way connection

To make changes to your object, the source program opens

within the destination program.

Changes in destination document do not affect source

document.

Browse for file


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Embedded File

Mother Father Sister Brother

Slippers 24.99

Writing Paper 9.99Compact Discs 22.45

Gloves 15.99

Blouse 26.99

Appointment Book 15.99

Video Game 23.50

T-shirt 18.00

Totals Spent 34.98 38.44 42.98 41.50

Holiday Shopping Budget

The Object,

a Table

in the Destination Program,

MS PowerPoint


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The Results Of Embedding One-way editing

connection.

To edit object, the source

program opens within the

destination program.

Changes in destination

document do not affect

original source document.


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Linking


# 3:


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Object To Link

Screen Capture

The Object,

an Excel Chartshown in the

Source Program,

MS Excel


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To Link A File

Creates a two-way connection

Changes in the source program are reflected in

destination program and vice versa

Link IS checked


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Linked FileMother Father Sister Brother

Slippers 24.99

Writing Paper 9.99

Compact Discs 22.45

Gloves 25.00

Blouse 26.99

Appointment Book 15.99

Video Game 23.50

T-shirt 18.00

Totals Spent 34.98 47.45 42.98 41.50

Holiday Shopping Budget

Mother

Father

Sister

Brother

The Object,

an Excel Table withChart

in the

Destination

Program,

MS PowerPoint


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The Results Of Linking Two-way editing

capability.

To edit object, the

complete source programlaunches.

Changes in destination

are also mirrored in the

original source program.


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The Similarities

Each is a means of bringing an object from a

source program into a destination program

OBJECT

DESTINATION

PROGRAM

SOURCE

PROGRAM


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The Differences

EmbeddingOne-way link between source and

destination program. In-place editing

launches source program within destination

program. No changes are reflected in

original.

ImportingNo remaining link betweensource and destination program.

Edits made in the destination program

do not appear in the original document

Linking

Two-way link between

source and destination program.

In-place edits open the destination

program, where they are made

Changes appear in source and destination


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Conclusion

Importing, Embedding, and Linking, areIntegration Tools.

Integration tools offer users of integrated software

suites endless opportunities to achieve greater

efficiency, productivity and creativity.


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ELEMENTS

OF

EFFECTIVE WRITING


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ELEMENTS OF EFFECTIVE

WRITING

INGREDIENTS OF GOOD STYLEConcrete WordsAvoid Noun stringAvoid JargonsAvoid RedundancyAvoid ClichesAvoid CircumlocutionAvoid Foreign WordsSentence StructureParagraph Structure


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BUILDING BLOCKS

Words and Phrases

Sentence structureParagraph structure

Readability


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WORDS AND PHRASES

PREFERConcrete to

abstractPlain and Familiar

to Pompous and

unfamiliarVerbs to nouns

AVOID Clichs

Excessive use ofjargons

Redundancy and

circumlocution Foreign words

and phrases


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WORDS and PHRASES

Concrete and Specific

A significant loss

In the near future

Substantialamount

This companyhas produced

manypublications thisyear.

53% loss

By noonThursday

Rs.50,000

---has brought out3 newsletters, 2

manuals and 25reports in 2002.


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Plain and Familiar

1.Sedulously avoid all polysyllabicprofundity, pusillanimous vacuity,pestiferous profanity and similartransgressions

Please avoid long, unnecessary,

bad words and do not deviate.2. Terminate the illumination


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Replace with familiar

CorroborateAntiquated

Ramification


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Avoid Lengthy NounStrings

Please revise the current group

member meeting dates scheduling

package format to allow us to record

visits for each group member

individually

R i d


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Revised

Inthe scheduling package for

group members, please revise the

current format of the dates for

meetings. This revision would

enable members to record their

visits individually

Cli h


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Clichs

Our universities have todaybecome the hot-bed of politicswhich has become part and

parcel of their functioning. Wemust explore every avenue toremove this evil and use the

iron hand of law to achieve thissacred purpose

R i d


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Revised

Now-a-days politics has becomean integral part of the university

system and has started

influencing its functioning. Withthe help of law, we must try to

eliminate this political influence

from our university system.

Keep jargon to a


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Keep jargon to a

minimum

1.The biota exhibited a 100% mortality rate.

All plants and animals died.

2.The responsibility of a person involved inpedagogical pursuit is to impart knowledge to those

sent for instruction.

The teachers job is to teach his/her students.


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It was a futile attempt

and nothing came out ofit.

It was a futile attempt.

(redundancy)

R d d


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Redundancy

Basicfundamentals

Repeated again

Returned back True fact

Adequate enough

Actualexperience

Humorous joke

Main essentials

At a later date

Throughout the

entire month


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It is not believed that theproposed design will meet all therequired specifications based onthe previous test experienceobtained in the laboratory

Lab tests indicate that theproposed design will not meet all

requirements.Avoid circumlocution


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Circumlocution

Due to the fact that

(because)

Despite the fact that(though)

For that reason (because)At a later date (later on)


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Foreign words and phrases

Status quo Infra dig

Raison detre

Modus operandi


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Sentence Structure

Use emphatic word order

Use parallel constructions

Avoid vague subjectsUse relatively shortersentences

Avoid unnecessary passiveconstructions


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Emphatic word order

The new machine despite the variouscomplexities involved has proved to beeffective.

I could collect after going through a series of

rigorous procedures the data for this report The senior manager spoke to the media along

with his subordinates.

With a little care a good sentence can be written

by a student having all parts in the proper order Being built on solid rock the engineers thought

that the building would not settle

Place Important Information at the


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Place Important Information at the

beginning

1. The equipment will cost Rs. 10 lakhs but save

Rs.50,000 annually on administration

2.A new product must be experimentally

developed to be successful


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Use Parallel construction

The company objectives for

the coming year are to match

last years production, higher

sales, and improving

consumer relations.


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The questionnaire asks for

this information : number of

employees, what is our union

status, and how much do we

pay

R i d


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Revised

The questionnaire asks for

this information : number

of employees, union

affiliation,and pay scale.

vo vague s


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vo vague ssubjects

Dont use one word

expressions this, that,

these, those, it, as an all

purpose subject remedy :

follow these subjects with a

noun this approach, that

strate etc.


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The next recommendation is to clarifythe rewards structure. This is required

to maintain motivation on projects

where many extra hours are requiredand no overtime policy exists. This

can be critical for commitment from

employees.in order

Providing rewards


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Use relatively shorter

sentencesWe solicit any recommendation

that you wish to make and youmay rest assured that any suchrecommendation will be given

our careful consideration as tothe utilization thereof.


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Please give us yoursuggestions. We would

carefully consider them.

Eliminate Unnecessary Passive


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Eliminate Unnecessary Passive

Constructions

It is desired by this office that

this problem be brought by the

secretary before the board


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Paragraph structure

Dull and difficult Well organized effect


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Unity

CoherenceAdequate development

Use Transitions


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to relate ideas to each other

Words/phrases and, or ,nor, indeed, also, furthermore in fact,

in addition, first, for instance, similarly,

likewise, there for, thus, hence, consequently

on the whole, in short, frequently,

occasionally, in particular, however,

nevertheless, whereas, in case, unless, on thecontrary, when, because


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Injuries of this type have become a severeproblem for the pharmacy. There is no

equipment available on the market for IV

admixture.

(because no equipment)


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Readability

Robert GunningFog index

(Av.sent.length+% of difficultwords)x 0.4

5-10---very easy

11-15---difficult16-20---very difficult


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Corporate Communication

HATS


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HATS

Use HATS to create documents that are easy toaccess, easy to navigate, easy to remember:

Headings to promote easy navigation

Access to promote the finding and understandingof information

Typography to promote ease of reading and clearlevels of information hierarchy

Space to promote effective document design


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HATS

Readers need information quickly, sodocuments should ensure easy access toimportant information:

Writing should be clear and concise. But before

audiences read words, they must access thedocument Documents that are easy to access and understand

are more persuasive and user-centered

Use HATS: Headings, Access, Typography, Space


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HATS: HeadingsHeadings

Headings are navigation signposts in table ofcontents

Headings help guide readers through documents

Headings announce forthcoming information

Table of Contents

Introduction

Background

Problem

Introduction

This report overviews

the history of air

pollution in greater

Lafayette, Indiana,and it discusses our

ideas for reducing air

pollution.

HATS: Headings (cont )


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HATS: Headings (con t.)

Adequacy Documents should have an ample

number of headings to serve as navigation signposts Hierarchy Use typeface, size, style, and alignment

to show different levels of importance and detail:

Background

This section outlines

the history of air

pollution in greater

Lafayette

The Early Years

During the industrial

growth of the early

twentieth century

HATS: Access


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HATS: Access

Access Readers should be able to find and understand

important information easily

To ensure easy access of important information:

Use bullets or dashes, or for steps, use numbers. Note thearchitecture in this presentation

Use graphics such as tables, graphs, process charts, and

photographs

HATS: Access (cont )


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HATS: Access (con t.) Graphics Think of yourself as an information

designer not just a wordsmith. Here are somesuggestions:

Information Type Effective Presentation

Numeric Tables, charts

People, objects Pictures, line drawings

Processes Flow charts

Geographic Data Maps

Nonchronological lists Bulleted lists

Chronological or prioritizedlists

Numbered lists

HATS: Typography


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HATS: Typography

Typography Typeface has persuasive impact and can be

changed to improve design

Avoid using more than two types of font in one document

Make sure you can read all the text against the background Unless instructed otherwise, left-justify your body text

HATS: Typography (cont.)


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yp g p y ( )

Typography Continued: Fonts Use Times New Roman for body text

Use Arial or other sans serif fonts such as Franklin GothicBook for headings. Avoid unusual fonts such as Party LETfor professional documents

Use 10 or 12 point font for body text. For headings, bold thetext or use a different font; bolding andunderlining is overkill

HATS: TYPEFACE


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HATS: TYPEFACE

SHAPE Shape

Because they have ascend- ers and

descenders (on h and p in this example),words in small letters have a more distinctive

shape than those in capitals.

We read by recognizing word shapes, ratherthan letter by letter, so text mainly in small

letters will be more legible.

HATS: TYPEFACE


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HATS: TYPEFACE

Typefaces can be divided into seriffed and sans serif.

Serifs are the small strokes at the end of main strokes of characters,

which give a horizontal emphasis to a line of type.

Seriffed typefaces are therefore best for large amounts of continuous

text.

Sans serif typefaces have characters which tend to look similar to each

other and are best reserved for headings, captions, and short pieces of

text.

HATS: Space


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Space Use plenty of space so you dont overwhelm readers

Ensure that appropriate top, bottom, left, and right spacemargins frame the elements on a page (1 inch margin isgood)

Allow for space around visuals rather than using frames,unless an edge of your visual bleeds into the white spaceof the page

Do not crowd words. Trust eyes when you step back toview the page at a distance

HATS: Space

HATS: Space (cont.)


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Here is an overview of how pages look from a distance:

Traditional essay:

large blocks of text,

information difficult

and timeconsuming to

retrieve

HATS: Space (con t.)

Report format

with small,

well-balanced

blocks ofconcise

information,

easy to access;

essay topic

sentence

becomes

heading


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HATS: Space (cont.)

Design The first thing readers see is the design ofyour document. If your document does not look

professional and effective, your ethos will suffer.

Use the elements of design outlined

Colors Make sure colors work well together

Avoid combinations such as yellow-orange, black-purple

Consider cultural expectations and color blind readers

Colors on monitors and colors on paper look different

Consider that you may not have access to a color printer, so

design documents that look good in black and white

HATS: Space (cont.)


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p ( )

Shapes Avoid awkward shapes or shapes that do not

work well together

Spheres, see below, can work well in documents

Always look at your document from a distance; turn it

upside down, tilt it. Do the shapes conflict?

HATS: Space (cont.)


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p ( )

Placement Cultures reading from left to right move in the Zpattern as they read down a page

Place visuals and text accordingly, with the most importantinformation in upper left and bottom right areas

Contrast Allow for contrast on your page

Do not place a line of circles on the same plane on a page;place visuals and text using the Z pattern so that you createan effective contrast

Balance Balance your pages and make sure that your eye is not

drawn to any area of the page unintentionally How is your page going to be viewed? By itself, opposite

another page?

Do the two pages work well together?


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HATS: Space (cont.)

Z pattern

Contrast: circles arent on

same plane

Balance: page is balanced

HATS: Recap


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p

To Recap Ask these questions when usingHATS:

1. Headings Are there enough headings? Do theyreflect a clear hierarchy?

2. Access Is important information easy to find? Isthe information easy to digest? Does the methodof presentation enhance readability and clarity?

3. Typography Does the document use the mostappropriate typefaces, size, styles, and alignment

for both body text and headings?4. Space Does the document have appropriate

white space to make it inviting and easy to read?

WORKING WITH ILLUSTRATIONS


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O G US O S

When

Why

How

Types

When


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When

Mass of statistics

Complexity of ideas


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Why

Distinctive Professional Flavor

Clarify, reinforce

Present large details in less space and greateraccuracy

Make descriptions vivid and eye catching

Communicate more effectively and accurately

How


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How

(Guidelines) Neat, accurate, self contained Contents to be closely related to the text To be explained and placed as close to the

1st ref. As possible Sizeto be clearly visible To be numbered and captioned

Tables-Roman& topFigures-Arabic & bottom

Ill t ti


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Illustrations

Tables Figures

Dependent

Independent

Phrase Graphs

Charts

Maps

Photographs

Drawings

Dependent Table


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Dependent Table

contents cant be understood without the helpof

the text.

e.g. The details of inpatients admitted on

14.11.99

are given below

General ward 35

Special ward 15

Maternity ward 10

Independent Table


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Independent TableTable I Medical Facilities 1951-1997

S.No. Items Year

1951 1997

1.

2.

3.

4.5.

6.

7.

Hospital

Dispensaries

Beds

Beds per lakh populationCommunity Health centres

Primary Health centres

Sub-centers

2694

5306

117178

32-

-

-

13692

28321

596203

702424

21854

132730

Phrase Table


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Phrase Table

Goods Durability Nature/metal Availability

Wires Long lasting Copper Freely

Utensils Long lasting Steel Scarce


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TABLE I FATAL ROAD ACCIDENTS 1991-95

Year Pedestrians Cyclists Others

1991

1992

1993

1994

1995

2380

2315

2255

2460

2050

830

852

805

750

735

1310

1615

1750

2060

800

TABLE II FATAL ROAD ACCIDENTS 1991-95 (% wise)


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95 (% wise)

Year Pedestrians Cyclists Others Total %

1991

1992

19931994

1995

2380

2315

22552460

2050

830

850

805750

735

1310

1615

17502060

800

4520

4780

48105270

3585

19.7

20.8

20.922.9

15.7

Total 11460 3970 7535 22965 100

Percentage 50% 17% 33% 100%

GRAPHS


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Rectilinear

Multiple line

Bar

PieSemi-log

Pictorial

Scatter

Surface

Line graph


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Line graph


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Fig.1 Growth of Hospitals & Dispensaries 1951-1997

0

5

10

15

20

25

30

35

40

1951 1997

Hospital Dispensaries

No.

in

Thousan

ds

Key

-Hospital

-Dispensaries

Key


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Fig.2. Growth of Hospitals & Dispensaries

0

5

10

15

20

25

30

Hospital Dispensaries

Key

-

1951-

1997

No.

in

Thous

ands

2500


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500

1000

1500

2000

1991 1992 1993 1994 1995

others

cyclists

pedestrians

Fig.2 Bar graph showing the number of

Fatal Accidents category-wise during 1991-

No.o

ffatal

accid

ents

Year


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Fig.3. Centers in 1997

84.50%

14%1.50%

sub centre

comm. Health

Primary Health


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Pedestrians

others

Cyclists

11460

50%7535

33%

3970

17%

Fig. 1 Percentage Graph showing the Fatal

Road Accidents during 1991-95


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1991

1992

1993

1994

1995

20%

20%

21%

23%

16%

Fig. 1.1. Percentage Graph showing the fatal

Road accidents year-wise from 1991-

95


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Scatter Graph


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Scatter Graph

45


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Fig.4 Water consummation from Jul Dec 1993

0

5

10

15

20

25

30

35

40

Jul Aug Sept Oct Nov Dec

Others

Educational inst.

Teacher's coloney


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Thank You.