Verbal-Written Communication

Team Members

Chahil Jain

Priyanka Jambhekar Rohit Kanthale Meghna Khandelwal Saurabh Kothawade Ruta Narkhede Samrudhi Nimkar Ashutosh Patil

62 65 69 75 78 104 108 116

What is communication?

Communication is the sum of all things one person does when he wants to create understanding in the mind of another; it involves a systematic and continuous process of telling, listening and understanding.

Communication process

Aspects of communication

ASPECTS OF COMMUNICATION

Verbal Communication Non-Verbal Communication

Written communication

Put it before them briefly so the will read it, clearly so they will appreciate it, picturesquely so they will remember it, and, above all, accurately so they will be guided by its light.

JOSEPH PULITZER

Importance of written communication

Prevents misunderstandings since you can always refer to the message

Can be used as an evidence

ADVANTAGES
Providing records, references, etc. Maintenance of records, letters, reports & memos builds up legal defenses of the organizations promotes uniformity in policy and procedure gives access to large audience through mass mailings builds up organizations image accurate and unambiguous permanent proper assignation of responsibilities

DISADVANTAGES

Mountains of papers cluttered Runs the risk of becoming ineffective No immediate feedback Costly process Time consuming Immediate clarification is not possible

Forms of written communication

Circulars

Written communication

Memos

Report

Memo

It is a note, document or other communication that helps the memory by recording events or observations on a topic.

IMPORTANCE

Used in a business organizations Two fold purpose: Bring attention to problems and solve problems Other purpose: conveying information; informing decisions, making a request, providing a response to a question, making a suggestion, presenting an informal report, proposing a solution to a problem, or documenting a reference for future use.

Layout
Heading Segment
TO: (readers' names and job titles) FROM: (your name and job title) DATE: (complete and current date) SUBJECT: (what the memo is about, highlighted in some way)

Opening Segment
includes: the purpose of the memo, the context and problem, and the specific assignment or task.

Context
The context is the event, circumstance, or background of the problem you are solving.

 Task Segment
This includes the description what you are doing to help solve the problem.

Summary Segment
A brief statement of the key recommendations you have reached. (optional)

Discussion Segments
The discussion segments include the supporting ideas, facts, and research that back up your argument in the memo.

Closing Segment
This includes a courteous ending that states what action you want your reader to take.

Format
A memo is usually a page or two long, should be single spaced and left justified. It should be concise and easy to read. Use headings for the summary and the discussion segments that follow it. The segments of the memo should be allocated in the following manner:
Header: 1/8 of the memo Opening, Context and Task: 1/4 of the memo Summary, Discussion Segment: 1/2 of the memo Closing Segment, Necessary Attachments: 1/8 of the memo

Dos and Donts

DOS Make sure you address the reader by his or her correct name and job title. Be specific and concise in your subject line. Including the purpose of the memo will help clarify the reason the audience should read this document. The introduction should be brief, and should be approximately the length of a short paragraph. In the context, you may use a paragraph or a few sentences to establish the background and state the problem. In the discussion segment, begin with the information that is most important. Ensure that all of the people that the memo is addressed to need to read the memo.

DONTS Dont use irrelevant technical terms. If it is an issue involving only one person, do not send the memo to the entire office. Be certain that material is not too sensitive to put in a memo.

Letter

In order to achieve the definite purpose and the intended results, the business letters are written to express facts and opinions clearly, concisely, completely and correctly.

PURPOSE
Giving or seeking information Placing an order Making or answering an enquiry demanding or refusing credit Mollifying the injured feeling of a customer Selling goods and services Making, accepting or refusing a request Making or responding to complaints Creating goodwill, etc.

Layout

Dos and Donts

DONTS : Avoid the following obvious opening statements participial openings trite expression Personal Pronoun long phrases bragging tone angry tone demanding tone

Report

A report is a systematic, well organized document which defines and analyses a subject or a problem being accurate, concise, clear and well structured.

Report

A report is a systematic, well organized document which defines and analyses a subject or a problem being accurate, concise, clear and well structured.

Steps to Report Writing1

Analyze

Write

Reports: Format

Cover Page Title Page Letter of Transmittal Table of Contents List of Illustrations Executive Summary Report Body Appendices

Dos and Donts

DOS Read the requirements carefully. (Example: Groups of 2-3 means 2-3!) If you are not sure ask! Use a spell checker. Check your grammar. Get other people to read your work out loud carefully and then make the corrections.

Label all your figures, tables, graphs, code etc. If it doesnt have a label, it cant be referred to in your text, and if it isnt referred to it shouldnt be in your report. Define all relevant terms, especially any jargon you wish to use Be concise and keep your content relevant.

DONTS Generalise or be vague. Over complicate or oversimplify. (Remember who your reader is.) Use jargon (unless defined) or clichs (eg. dead-end) or colloquialisms (eg. mate). Use emotive language. (It doesnt belong in a technical report.)

 Write a diary or a history of what you did. Present a static complete picture. Use I/We. (Avoid as much as possible). Introduce/define terms that are not used later. (Be concise and relevant). Change tense. Pick past or present tense and stick to it consistently through your report, and dont change. A future tense is wrong if you have already performed the work.

Circulars

A circular is written document that is addressed to a closed group of people and are mainly used in business dealings.

IMPORTANCE

Introduce a new product /service Opening of new branch Change of address Seasonal discounts Increase in price , etc. Obtaining an agency Change in constitution of the firm

Salient features of Circulars

Contains a heading, date, circular number and signed by the authorized person Attention getting or exiting opening Keep it brief, otherwise it may not be read Ensure the letter is informative and direct

Must be worded in a personal style Use individual terms, e.g. you and not all of you or you all Use singular expressions Persuasive approach Tone of the circular is always in the form of a request instead of a command

Layout

Dos and Donts

DOS Keep it brief, otherwise it may not be read

Ensure the letter is informative and direct

DONTS Circulars should not be lengthy. Tone of a circular shouldnt reflect command. It should be precise . It should be to the point.

CONCLUSION

Written communication a must for any business or organization. Helps discover what we already know.

Stimulator of thoughts

 Thorough training to the executives in the corporate world

No organization can do without it

Writing, the art of communicating thoughts to the mind through the eye, is the great invention of the world...enabling us to converse with the dead, the absent, and the unborn, at all distances of time and space. Abraham Lincoln. According to Bacon Reading makes a full man , writing an exact man , conference a ready man.