Strategies to improve writing skills for better communication
1. Writing processWriting is a planned activity to put one's ideas, thoughts and plans to paper. Writing is of many kinds, i.e. academic writing, analytical writing, creative writing, report writing etc. Simply, a three step procedure is adopted for writing, i.e. planning, writing, and completing after revising. These there steps can further be divided as illustrated in the diagram below:
2. Communication
Communication is exchange of thoughts, ideas, and information with any kind of medium to any kind of receiver. It is a two way process. Communication can be oral, written and both audio visual.
3. Role of writing in communication
Writing is an important medium of communication. Simple and clear writing conveys its message easily and efficiently, but tough language, ambiguous words; difficult tense structure can be a hurdle in better communication.
4. Essential characteristics of better communication
Thill & Bovee (2005) consider the following characteristics essential for better communication:
1. Organized ideas and thoughts
If writing is organized and has sequence, it results in better communication.
2. Expression and presentation of ideas coherently and persuasively
If the writers present ideas and thoughts in rational and persuasive way, the readers can easily be trapped, convinced and motivated.
3. Knowledge of what other know and what know not
The writers must have knowledge of what the readers already know about the work, they are doing and write accordingly
4. Conscious for people from diverse backgrounds and experiences
The writers must take care of the portion of readers which is belonged to diverse backgrounds, and has different experience ratio
5. Use of communication technologies
If the written message is accompanied by communication technologies, the readers can understand message easily
6. Use of communication mode and medium according to situation
The writers need to be aware of the atmosphere, where communication is to be made, and work keeping principles of relevance and significance in mind
7. Communicate ethically
One should take utmost care to communicate keeping ethic principles in mind, without criticizing different ethnic groups, without breaking ethic rules
5. Strategies to improve writing skills for better communication
Here, the writer explains with reference to the cited material, strategies to improve writing skills for better communication:
- To improve planning skills
- To improve writing skills
- To improve completing skills
- To improve style of writing
- To write faxes
- To write email
- Write letters
- Document writing
- Persuasive writing
- Analytical writing
- Informational report writing
- Writing proposals
6. Strategies to improve planning skills for writing
Sharma(2002) considers following steps in planning for writing:
a. Specify time
Make clear when to complete writing and where to deliver
b. Think about main idea
The purpose of writing must be clear so that mind may work accordingly
c. Gather relevant information
Think about sources by which data needs to be gathered
d. Arrange logically
Relevant information must be set logically, by significance, date, type etc
e. Select right tone
Theme and drift of the writing must be according to the needs of the data
While planning to write, one needs to consider situation analysis, gather information, select medium and organize information.
f. Situational analysis
Situational analysis needs following analysis:
1. Defining purpose
The cause of writing should be clear to the writer and he must make it clear to the reader as well.
2. Profiling audience
The audience, for whom writing is conducted, must be obvious. The writer must clearly indicate for whom, the written material actually is.
g. Gathering information
Gathering information needs following considerations:
1. Audience needs
2. Information necessary for those needs
h. Selecting medium
Selecting medium needs considering best and appropriate medium
i. Organizing information
Organizing information needs considering following:
a. Defining main idea
Information must explain the main idea of the writing
b. Defining limit and scope
Information must define limit and scope of the writing
c. Clarifying approach
Information must clarify the approach or method which will be used for writing
d. Outlining content
While planning, outlining the content makes the steps to be taken clear for writer
7. Strategies to improve writing skills for better communication
While writing, one needs following considerations for better communication:
1. Researching data
Finding data which will be written
2. Organizing data
Organizing data in a sequence in the form of:
a. List
b. Outline
3. Organize ideas into patterns
After listing and outlining the data, organize it into patterns
4. Adaptive to audience
Make writing adaptive to audience by keeping the following guidelines:
a. Needs of audience
What the readers need to read, keep in mind
b. Simple language
Language must be simple, so that the readers may not feel any difficulty in understanding it.
5. Composing
For composing or writing by hand, one must take care of the following needs:
1. strong words
Word selection must be done keeping their meaning in mind
2. effective sentences
Sentences must be written effectively. Effective sentences are characterized by simplification and preciseness
a. short sentences
Long sentences make meaning ambiguous, so short sentences should be used
b. emphasize important ideas
Each sentence must emphasize important ideas, and meaningless sentences must be deleted
c. use active /passive voice effectively
Use active and passive voice keeping needs of the sentence
d. eliminate transitional modifiers
Transitional modifiers must be eliminated, as their overuse can be hurdle in quick communication
3. meaningful paragraphs containing the following features must be included in writing:
a. develop one idea, each paragraph containing one idea
b. build coherence, paragraphs having sequence
c. limit length, comprehensive , not lengthy paragraphs
6. Organization and logical flow
Logical flow of information makes readers known of what is written, so there must be logical flow
7. Accessibility and scope
Written material must be easy to understand and clarify its boundaries
8. Completeness
Written material must be complete in its nature, conveying all possible necessary information.
9. Clarity
Words and sentences must convey clear meaning to the reader
10. Motivate, excite the reader at the beginning
Good communication by the writers worked in the beginning of writing makes readers excited to read further, so at the beginning of writing, motivating information must be provided
11. Do not refer to ideas until after they have been introduced
First introduce the data cited and then refer it to. make readers prepared to read about the referred material
12. Use sections and subsections to organize
The information should be divided into sections and sub sections to convey the meaning easily and completely.
13. Try to give each paragraph one main point
Each paragraph must provide information on one of the main points.
8. Strategies to improve completing skills for better communication
Here are the strategies necessary to improve completing skills for better communication:
1. Revise
To revise composed writing, following guidelines should be cared:
a. evaluate content
The content should be evaluated if it conveys necessary information or misses something
b. readability of content
Check whether the content is readable or needs some clarification
c. concise content
Content should be concise and useless content should be removed
d. Clear language
Language of the writing should be clear
e. directness
Check whether exact information is provided or some more information is needed
f. highlight important ideas
Important ideas must not be missed, check it
g. keep it short and simple(kiss)
Simple and short information is more important than useless long paragraphs.
2. Produce message
1. effective design of the written message includes following elements, which must be tried to accomplished:
a. consistency
b. balance
c. restraint
d. detail
2. layout of the message must never be complicated, yet it should be
a. clear
b. professional
3. Proofread
For proofreading, check out errors in
1. layout
a. use conventional formats for letters, memorandums, reports, and proposals
b. compose clear charts and tables that conform to standard technical conventions
c. properly reference tables and figures
d. properly cite references and format bibliographic entries
e. demonstrate proper layout of a title page and a table of contents(David adams, 2010)
2. spelling, by yourself, requesting peers or by using software to spell check
3. mechanics, the structure of writing in the following parts:
a. Introduction – motivation, background, purpose
b. Background – summary of what is already known that is related, important
c. Main ideas – the material central to the message
d. Supporting evidence/documentation –Simulations, examples
e. Conclusion/Discussion – restate purpose, recap and summarize the message, highlight the key points, mention possible topics/ideas for future
4. Distribute message
a. Ensure successful distribution of the message in the written material
b. Check out the language to be bias free
General strategies
Here, the writer discusses general strategies to improve writing for better communication
Boric (2009) and Davidian(2005) point out the following strategies to be used;
1. Get knowledge of strategies to improve writing skills for better communication by reading books, articles, internet search etc
2. Marie Davidian (2005) describes that the purposes of writing may be one the following
- To inform the reader about some concept
- Convince the reader for some concept or theory
- Entertain the reader with providing new information
3.
4. Ask yourself questions about the written work and answer those question
a. Before writing
b. After writing
5. First brainstorm about the topic and write whatever comes in mind
6. Organize information which was written while brainstorming
7. Write with sequence , as scattered information can not communicate
8. Use "big, middle, little" revision procedure, first, big revision needs should be fulfilled, then middle ones and if time remains, little revision needs should be fulfilled.
9. Reader friendly writing makes communication easy and effective, so the readers must be kept in mind while writing
10. First check spelling, as it can make writing poor
11. then proofread accordingly
12. Do not worry about all the details at first; you can fill in the holes later. Get the main ideas down in whatever form comes to mind.
13. No good writer produces a perfect first draft. Once you have rough draft, review it carefully and refine it
14. Reorganize to improve logical flow
15. Consider each paragraph and sentence for clarity;
16. revise to make each sentence say exactly what you mean
17. Ask others for honest comments and follow those comments as much possible
18. Check out citing the relevant literature and material
19. Try to check and fill gaps in your logic
20. Evidences provided should be convincing
21. Check out correctness of Grammar, Style, Spelling and punctuation
22. Use appendices present proofs, arguments, additional explanation, relating them back to the papers/chapters and making it clear where they fit in Journal Articles
9. Strategies to improve writing style
Matthew R. Kuhn(n.d) illustrates the following strategies to improve writing style for better communication:
Audience analysis
To analyze audience, one should have following information;
- present technical information and analysis to a non–technical reader
- recognize terms and concepts that require definition or explanation to a less– technical reader
- adopt a proper level of detail to suit the reader
- analyze client needs in preparing a consulting report and a solicited engineering proposal
Organization
Organize writing material into each of five categories: introduction, background, methods, results, and conclusions, discussion, and/or recommendations
• Introductions
a. Answer the question, why? By clearly describing the purpose of the work
b. Answer the question who? by clearly describing the writer's relation to the work
c. Answer the question which? By providing outline of the content of the writing
d. Answer the question how? By identifying and clearly describing the scope of a project
• Background information
a. identify and present background information that clarifies the remainder of the writing
b. identify and present the broader context of immediate technical issues
• Methods
a. Clearly describe which method is used in the text
b. explain why the methods were chosen for the text
c. present methods with an appropriate level of generality or detail for the intended readers
d. present methodologies in a manner that clarifies and provides a context for the results
• Results
1. present results with clarity
2. use tables and figures to effectively present results
3. present numerical results with an appropriate number of digits
4. distinguish between results and conclusions
- Conclusions, discussion, and/or recommendations (CDR's)
1. clearly present CDR's
2. write CDR's that are supported by the writer's methods and results
3. avoid speculation
4. present CDR's that stay within the scope of a project Style
5. when appropriate, can write in a direct and concise style by
6. avoiding excessive use of the passive voice
7. focusing on the real subject and verb
8. avoiding excessively ornate language
9. avoiding unnecessary qualifiers
10. when appropriate, can write clearly and precisely by
11. avoiding vague and omnibus words
12. avoiding vague pronoun references
13. defining abbreviations
14. avoiding verbs as modifiers
15. avoiding jargon and clichés
16. avoid long, garbled sentences
17. consistently write proper sentences
18. recognize commonly misused words
19. demonstrate proper punctuation
20. demonstrate proper parallel constructions
21. demonstrate consistent subject–verb agreement
22. recognize and consistently use a proper verb tense
23. Keep related work together
24. Use lists to clarify concepts
10. Strategies to improve different writings
Writing may be for different purposes, each writing needs different strategies to make writing communicable.
10.1. Strategies to write faxes
1. When preparing a fax remember the 6 W's: who, what, when, where, why, how.
2. Faxes should be short, and include the basic information of your message.
3. Always use a cover page. The cover page should contain your name, title, organization, phone number, fax number, and email address. It should have the same information for the recipient of the fax. Tony Rosenbaum(2005)
10.2. Strategies to write letter
Following strategies should be considered while writing letter for better communication:
1. Courtesy and consideration
2. Directness
3. Conciseness
4. Clarity and precision
5. Pattern: opening, body and closing
6. Apply three step process, i.e pre writing, writing and revising(Guffey,2003)
a. Pre writing
1. Analysis of purpose for writing, characteristics of audience, and the medium to be used for writing
2. Anticipating the audience, her questions about the work, answers put in the work, this all should be anticipated
3. Adaptation includes the exact needed words and tone, visualizing the readers benefits, using courteous language and choosing precise words.
b. Writing
1. Research data necessary for writing using different sources
2. Organize data according to the requirements of the writing by listing and outlining it
3. Start composing after organizing data and selecting pattern to write, get your thought written down the paper, as they come in mind, as it is the first draft
c. Revising
1. Revision, to improve the content and sentence structure in the text, and remove unnecessary detail, making text readable
2. proofread, to check spelling, grammar, punctuation, names and numbers and format of the text
3. Evaluation, to check whether the draft is achieving the purpose of writing. It can be done by yourself, peers and experts as per requirement of the text
Rosenbaum(2005) considers that you should avoid some common pitfalls when you have to write a letter, press release, budget report, or set of instructions for your employees.
Here are some basics that will help you in whatever writing task you have.
a. Keep writing simple
b. Keep writing positive
c. Keep writing accurate
d. Talk the reader's language. This principle relates to one of the key elements in the communication process, knowing your audience. Streamline your style.
e. Avoid wordiness. Often, you can shorten wordy phrases and keep writing simple. It is not difficult.
f. After you write a letter, memo, or instructions for a procedure, look critically at unnecessary words and phrases. When one or two words can substitute for five or six, do it. For example:
g. Avoid the jargon that is second nature to you in your job, but which is a foreign language to others. If you need to use technical language, explain it to your reader. You can keep writing positive by avoiding negative words and phrases. Look at these examples:
Negative:
We can't issue the permit until you complete the application.
Drivers won't be able to use Main Street during the paving project.
Positive:
We can issue the permit when you complete the application
h. Good grammar, correct spelling, and punctuation reflect a careful writer and one who respects the audience or reader.
i. Whether you are a good speller or have forgotten more grammar than you remember, ask someone to proofread your letters, notices, and instructions.
j. Ask a secretary, spouse, trusted coworker, or your own grade school student at home. Even the best writers have editors who check their work.
k. Make sure that you include the date in your letter. It will help you remember to follow up if you do not receive a response when you expect it.
l. Include the date on all correspondence, even your file notes, memos, schedules, and other writing. It can defend you if your records ever become subject to public scrutiny.
m. If you do not know who to address a complaint or inquiry to, avoid using "Dear Sir" or "Dear Madam." The best approach is to call and find out the name of someone to address your letter to. When all else fails, a salutation such as, Dear Customer Service Representative or Dear General Motors, can work.
n. To end your letter, use either "Sincerely yours," for a more formal letter or "Sincerely," for less formality. "Very truly yours" is less common now and a bit old-fashioned, but is acceptable.
o. Use short words (fewer than 3 syllables)
p. Use short sentences (fewer than 15 words)
q. Use short paragraphs (fewer than 5 lines)
r. Be direct and positive
s. Use a dictionary to verify spelling
t. Use spell-check on the computer
u. Ask someone to proofread your writing
v. Mark your own common spelling errors in your dictionary
w. End with "thanks" Tony Rosenbaum(2005)
10.3. Strategies to write email
Following strategies should be followed while writing emails, so that better communication may be possible:
1. Subject line:
a. It should summarize central idea
b. You should use style and abbreviations
2. Opening:
a. State purpose in simple professional language
b. Provide direct information without talking of surroundings
3. Body:
a. Provide detailed explanation of the writing purpose
b. Keep the principle of readability, by using graphics if possible
c. Graphic highlighting can enhance meaning and attraction of the written message
4. Closing;
a. Request action to be taken by the receiver
b. Closing thought, including thanks and request for reply, or confirmation etc
c. Fresh remarks, address the receiver with fresh remarks which make reader active to respond
Other strategies to write better email:
a. Avoid using all CAPITAL LETTERS. First, it is difficult to read emails written in all caps. Second, it is considered the equivalent of shouting.
b. Avoid overusing "urgent." When faxes first became a popular means of communicating, most of us used a fax to send urgent information. Email started that way, and "urgent" has now become too commonplace to take seriously.
c. Always include the applicable portions of the original email when using the Reply function. Many people get lots of email. When they receive a reply like, "That's fine with me," and no reference is made to the original email, they may not know what you are agreeing with.
d. Watch for too many replies in a series of emails. Sometimes a string of messages becomes too long. Even the original topic changes!
e. Spell-check and proof-read your emails before sending them.
f. Always fill in the Subject line. It is frustrating to receive emails with blank Subject lines. Your Subject line can also encourage readers to open your email sooner rather than later.
g. if your subject is about more than one topic, use separate paragraphs for each.
h. Try to make your text precise, as short but important text conveys message efficiently.
10.4. Strategies to design better document
Following strategies can make document written for better communication:
1. Analyze audience who will read the document
2. Choose appropriate size of the document according to requirements
3. Consistent font type, as required
4. Justify, if asked, as in business letter, writing is not justified
5. Write separate paragraphs for each ideas to make ideas clear
6. Make headlines readable
7. Attractive page layout
8. Help with illustrations and graphs
9. Use simple and clear language
10. Develop expertise in writing by exercising
10.5. Strategies for persuasive writing
Following strategies can make writing persuasive and logical:
1. Consider audience problems and describe them
2. Prepare audience first
3. Use strategy supporting your credibility
4. Present both sides of arguments in text
5. Make clear recommendations
6. Place strongest points in text
7. Provide information with reasoning
10.6. Strategies for analytical writing
The following strategies should be used to make text able for communication
1. Introduction
a. Writing purpose of analysis
b. Organization of elements
c. Provide ecommendations for audience
2. Findings
a. Evaluate pros and cons and write down
b. Develop criteria to select from alternatives and put on paper
c. Support criteria with evidence and write the text accordingly
d. Consider logic and readability in the text
Organize by:
1. Time
2. Component
3. Importance
4. Criteria
5. Convention
3. Conclusions/Recommendations
a. Answer research questions in conclusions
b. Explain needed action in recommendations
c. Use simple and exact words for clarity
10.7. Strategies for informational reports
1. Introduction
a. Begin writing directly
b. Provide preview of the topic to make it clear
c. Discuss selective background data
d. Divide topic into sections and sub sections
2. Body
a. Arrange subtopics logically to make concepts clear
b. Headings conveying clear concepts
c. Determine degree of formality, and write accordingly
d. Enhance readability by using words according to the caliber of the reader
3. Conclusion/summary
a. Briefly review main points of the text in summary
b. Put concluding thoughts using analysis and creative thinking
10.8. Strategies for writing proposals
1. Introduction
a. Describe purpose of the proposal, answering the question,why?
b. Explain key issue in simple persuasive language
2. Background/ problem
a. Discuss significance of the problem with evidence
b. Introduce problem by stating research problems or research questions
3. Proposal plan
a. Explain plan about conducting the complete procedure
b. Plan management and evaluation procedures
c. Timetable outline
4. Staffing
a. Key personnel
b. Supporting personnel, equipment, resources
5. Budget
a. Explain project cost
b. Include deadlines for the steps
6. Authorization
Ask for approval, if business proposal
11. Conclusion
We can conclude that the strategies referred in the assignment can better be used to make written communication better.
About the Author
1. Philip E. Boric (2009) 50 one minute tips for better communication: speak, write and present more effectively: 3rd edition, USA , AXZO Press
2. Tony Rosenbaum(2005) Effective communication skills for Highway and public works officials :New York, Cornell Local Roads Program
3. David Adams (2001) writing better reports: a handbook for civil and environmental engineers: Department of Civil & Environmental Engineering, Michigan State University.
4. Courtland L Bovee& John V Thill (2005), Business Communication Today: 8th Edition: India, New Delhi, Dorling Kindersely Publishing Inc.Pearson Education
5. Mary Ellen Guffey( 2003), Business Communication: Process and Product: 4th Edition:USA, Thomson Learning, South Western. ISBN No: 0-324-11452-4
6. Trudy wallace, w.e. Stariba, H.JWalberg : International bureau of education (2004) educational practices series 14: retrieved at: http://www.ibe.unesco.org/fileadmin/user_upload/archive/publications/EducationalPracticesSeriesPdf/PRATICE_14.pdf
7. Marie Davidian( 2005) Written Communication: Conveying Scientific Information Effectively. NC State University. Retrieved at http://www4.stat.ncsu.edu/~davidian/st810a/written_handout.pdf
8. Frank L. Visco( ) Good Writing Techniques , Stanford university, retrieved at:
http://www-kzsu.stanford.edu/~dougm/Humor/95/December/GoodWriting.html
Matthew R. Kuhn(n.d) Writing Communication: Assessing Both Students and Programs: University of Portland
Technical Report Writing Video Testimony from Sawarak Oil Palm for Sue Boey2011.MPG
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