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The Writing Process • The writing process may be viewed as a three-step process: – Planning • Who is your audience, what is your purpose, what do you want to convey? – Writing • Organize your ideas, choose the direct or indirect approach, and • compose your message by deciding on formality of writing level and tone, word selection, writing mechanics – Completing • Revision, readability, editing, rewriting • Message format, design, and delivery • Message mechanics (proofreading, spelling, correct data) General purpose of Writing • To inform • To persuade • To collaborate Oral Communication Channel • • • • • Face-to-face conversations Speeches Videotapes Voice mail Phone conversations Written Channels • • • • • Letters Reports E-mail Faxes Flyers Advantages of oral and written communication • Oral communication gives the opportunity for immediate feedback – Use oral communication when: • • • • You want the audience to ask questions, make comments You are trying to reach a group decision You are trying to relate and emotional message You want to read the audience’s body language, hear the tone of their response • Written communication gives the ability to plan and control the message – Use written communication when: • • • • Your information is complex You need a permanent record of the message Your audience is large and geographically dispersed You don’t need or want immediate interaction with your audience The “You” Attitude • To establish a good relationship with your audience, project the audience-centered approach by using the “you” attitude— speaking and writing in terms of your audiences wishes, interests, hopes, and preferences. Adoption of the “You” Attitude • Replace terms that refer to yourself and your company with terms that refer to the audience (use you, yours instead of I, me, we, us, ours) • Avoid the word you when its use would be impolite or accusatory • Sincerely and genuinely empathize with your audience Style, anyone? • Style is the way you use words to achieve a certain tone (the impression made by your words). • To achieve a conversational tone – – – – – – Avoid obsolete and pompous language Avoid intimacy Avoid humor Avoid preaching and bragging Strive for the right level of formality Use plain English whenever appropriate Words, words, words • • • • • • • • • • • Denotative meaning Connotative meaning Abstract vs. concrete words Cliches Jargon Euphemisms Pet expressions Biased expressions Trite expressions Sexist expressions Redundant expressions Active voice vs Passive voice • To achieve straightforward simplicity, clarity, and efficiency, be sure to: – – – – Select active or passive voice Emphasize key thoughts Vary sentence length Use bullets and lists • Even though active voice yields shorter, stronger sentences, passive voice is best when: – You need to be diplomatic – You want to avoid taking or attributing the credit or the blame – You want to avoid personal pronouns to create an objective Readability • Use of the Fog Index • Elimination of ambiguous words • Knowledge of writing level for targeted audience