Business

Communication

Zaheer Qazi Consultant English and Academic Quality

zaheer.qazi@gmail.com/ 0300-9475281

Business Writing Fareeha Khalid

Objectives: At the end of the course the students will be expected to:

1. Understand the importance of writing

2. Learn how to write clear, logical and effective English

3. Develop & demonstrate a high level of writing skills

4. Learn how to develop a thesis & support it with arguments

5. Improve writing skills & along with it’s application in BC

6. Participate in different activities & projects to enhance their self confidence for originality

1. is the branch of linguistics that deals with syntax and morphology, sometimes also phonology and semantics

3. is the knowledge and usage of preferred or prescribed forms in speaking or writing. “She said his grammar was terrible.”

http://dictionary.reference.com/

2. is the study of the way the sentences of a language are constructed; morphology and syntax

This is it & that’s it…

1. The way a language manipulates or combines words in order to form longer units of meaning. Penny Ur, Grammar

Practice Activities, Cambridge University Press UK.

2. Grammar is “the coding and de-coding of meanings (into words) in a language”. ZQ

3. Grammar is the common understanding of any language. ZQ

What is this?

“How do I know what I think

until I see what I say?”

E.M. Forster

That’s… Writing!

Writing!

What is writing? The beginning: writing is to reading, what speaking is to

listening…

W = R

S = L

You cannot write what you have not read and cannot speak what you never heard…

Writing is…

(An inscription or) that which is written; characters or matter written with a pen or the like: His writing is illegible.

The act of a person or thing that writes

To write is to trace significant characters on, or mark or cover with writing or to express ideas in writing

http://dictionary.reference.com

1. You cannot use words (in writing or speaking) until you know how to put them together. E.g., The Jigsaw!

2. What is readable or ‘understandable by sight’ is a piece of writing. ZQ

3. Writing is the production of well formed language using structures to convey meaning

4. Why write at all? Nothing motivates more than a “reason” or “need” to do a thing…

Writing is…

Business Writing Myths

Business Writing Myths

Myth 1: Writing requires talent. ◦ Talent can certainly help, but by no means is it a necessary ingredient in good business writing.

◦ Writing is a skill that can be learned, developed and honed.

Myth 2: Writing should be easy. ◦ Writing is often hard work—it requires concentration, physical effort, and a little tolerance for frustration

◦ This does not mean that because it takes work it should be avoided

Over time it will get a little easier

Myth 3: The writing process must be right the first time ◦ There is a time to create and a time to evaluate. Both are legitimate parts of writing, but they really are best done at separate times. Otherwise, the normal writing process becomes an exercise in task overload

◦ When the thoughts are first put down, there really should be not limits imposed on what is to be put down

Business Writing Myths

Myth 4: Bad writing really won’t cause any problems ◦ Bad writing is as damaging as bad customer service and bad products

◦ There have been some real horror stories

Ineffective, embarrassing messages are sent to customers, clients, and other stakeholders.

Time and money are squandered to rectify writing errors--sometimes in court.

Business Writing Myths

Why write?

Do you want to learn to write? Why? When? How?

What is learning?

The “natural learning”…

The teacher – resource – student triangle

Responsibility of learning…

The role of the teacher or facilitator???

Introduction

Why is business writing so important? ◦ One of the most important things in business today is communication.

◦ It sets your company image to others

◦ More often than not, the first impression is the last one and the way you communicate with your existing and prospective clients, employers, associates etc will determine your success.

◦ This makes it very important to have an effective style of business writing.

1. If there's a book you really want to read, but it hasn't been written yet, then you must write it. ~Toni Morrison

2. Fill your paper with the breathings of your heart. ~William Wordsworth

3. Every writer I know has trouble writing. ~Joseph Heller

4. "There is no greater agony than bearing an untold story inside you.” ~Maya Angelo

Correct order of the adjectives OpShaCOM / Here is the correct order for adjs…

1)OPINION (lovely, useful) 2)SIZE (big, enourmous) 3)AGE (mature, ancient) 4)SHAPE (square, oval) 5)COLOR (red, burgandy) 6)ORIGIN (American, English) 7)MATERIAL (wooden, cotton) 8)PURPOSE (typing, sun)

EFFECT

(Topic Sentence)

CAUSES

(Supporting Sentences)

The steel industry has been moving out of Pittsburgh.

[There are several reasons for this.] World competition has dramatically increased

(Steel industry has been moving out.) Environmental issues have created expensive solutions.

(Steel industry has been moving out.) Costs to continue making steel have skyrocketed.

Cause and Effect Conjunctions Here are some common conjunctions that can be used to express cause and effect:

since as a result because of + noun phrase

because therefore due to + noun phrase

consequently for this reason so

Short Conjunctions Longer Expressions

Similarly,

Likewise,

...the same...

...the same as...

...also...

..., too.

both

In the same way,

X is similar to Y in that (they)...

X and Y are similar in that (they)...

Like X, Y [verb]...

In like manner,

One way in which X is similar to Y is (that)...

Another way in which X is similar to Y is (that)...

Conjunctions that can be used in comparison paragraphs

Short Conjunctions Subordinating Conjunctions

However,

In contrast,

By contrast,

..., but

..., yet

On the other hand,

even though + [sentence]

although + [sentence]

whereas + [sentence]

unlike + [sentence]

while + [sentence]

nevertheless,

Conjunctions that can be used with contrast paragraphs

Making Messages Effective

Clear/

Correct/

Complete

Brief

Tactful

CBT

Bias-free Communication

Plural nouns and pronouns ◦ Supervisors must…their departments.

Use you. ◦ You must work for your deparment.

Substitute with article or revise sentence ◦ Supervisor...time sheet for the department. ◦ The nurse will fill out the accident report.

Subject

Be specific, concise, and catchy. ◦ 28 characters

◦ Will Attend 3 pm Meeting EOM

◦ Travel Plans for Sales Meeting

◦ Your Funding Request Approved

◦ ASAP, BTW, FYI, IMHO

◦ Smileys

Letter Contents

Reference, Date, Address, Salutation, Subject (B/A), Body, Complimentary Close, Enclosures

Dear Glenn: or Dear Mr Helms:

Sincerely, and Cordially,

Open (Dear Glenn) and Closed (Dear Glenn:)

Second Page – Reader’s Name, Date, Page Number

Body of the Email

Brief

Important points at the top

Bullets and numbering

Emphasize (NOT)

HTML (letterhead)

All rules of good writing

Netiquette

Never flame.

Use FULL CAPS only to emphasize a word or two.

Send messages on a need basis.

Recipient’s work practice (one long or several short messages)

Quote briefly (B/A) while replying.

Attachments

Questions

All the best for your future..

Allah bless you…