Methods to enhance writing abilities for higher communication

1.     Writing course of

Writing is a deliberate exercise to place one’s concepts, ideas and plans to paper. Writing is of many varieties, i.e. tutorial writing, analytical writing, inventive writing, report writing and so on. Merely, a 3 step process is adopted for writing, i.e. planning, writing, and finishing after revising. These there steps can additional be divided as illustrated within the diagram beneath:

2.     Communication

Communication is alternate of ideas, concepts, and data with any sort of medium to any sort of receiver. It’s a two manner course of. Communication might be oral, written and each audio visible.

three.     Position of writing in communication

Writing is a crucial medium of communication. Easy and clear writing conveys its message simply and effectively, however robust language, ambiguous phrases; tough tense construction generally is a hurdle in higher communication.

four.     Important traits of higher communication

Thill & Bovee (2005) take into account the next traits important for higher communication:

1.      Organized concepts and ideas

If writing is organized and has sequence, it ends in higher communication.

2.      Expression and presentation of concepts coherently and persuasively

If the writers current concepts and ideas in rational and persuasive manner, the readers can simply be trapped, satisfied and motivated.

three.      Information of what different know and what know not

The writers should have data of what the readers already know concerning the work, they’re doing and write accordingly

four.      Aware for folks from various backgrounds and experiences

The writers should deal with the portion of readers which is belonged to various backgrounds, and has completely different expertise ratio

5.      Use of communication applied sciences

If the written message is accompanied by communication applied sciences, the readers can perceive message simply

6.      Use  of communication mode and medium in keeping with scenario

The writers want to pay attention to the environment, the place communication is to be made, and work holding rules of relevance and significance in thoughts

7.      Talk ethically

One ought to take utmost care to speak holding ethic rules in  thoughts, with out criticizing completely different ethnic teams, with out breaking ethic guidelines

5.     Methods to enhance writing abilities for higher communication

Right here, the author explains as regards to the cited materials, methods to enhance writing abilities for higher communication:

  • To enhance planning abilities
  • To enhance writing abilities
  • To enhance finishing abilities
  • To enhance type of writing
  • To put in writing faxes
  • To put in writing electronic mail
  • Write letters
  • Doc writing
  • Persuasive writing
  • Analytical writing
  • Informational report writing
  • Writing proposals

6.     Methods to enhance planning abilities for writing

Sharma(2002) considers following steps in planning for writing:

a. Specify time

Clarify when to finish writing and the place to ship

b. Take into consideration fundamental thought

The aim of writing have to be clear in order that thoughts may fit accordingly

c. Collect related data

Take into consideration sources by which information must be gathered

d. Organize logically

Related data have to be set logically, by significance, date, kind and so on

e. Choose proper tone

Theme and drift of the writing have to be in keeping with the wants of the information

Whereas planning to jot down, one wants to think about scenario evaluation, collect data, choose medium and manage data.

f. Situational evaluation

Situational evaluation wants following evaluation:

1.      Defining goal

The reason for writing ought to be clear to the author and he should make it clear to the reader as properly.

2.      Profiling viewers

The viewers, for whom writing is performed, have to be apparent. The author should clearly point out for whom, the written materials really is.

g. Gathering data

Gathering data wants following issues:

1.      Viewers wants

2.      Info vital for these wants

h. Deciding on medium

Deciding on medium wants contemplating finest and acceptable medium

i. Organizing data

Organizing data wants contemplating following:

a.       Defining fundamental thought

Info should clarify the primary thought of the writing

b.      Defining restrict and scope

Info should outline restrict and scope of the writing

c.       Clarifying method

Info should make clear the method or methodology which will likely be used for writing

d.      Outlining content material

Whereas planning, outlining the content material makes the steps to be taken clear for author

7.     Methods to enhance writing abilities for higher communication

Whereas writing, one wants following issues for higher communication:

1. Researching information

Discovering information which will likely be written

2. Organizing information

Organizing information in a sequence within the type of:

a.       Checklist

b.      Define

three. Manage concepts into patterns

After itemizing and outlining the information, manage it into patterns

four. Adaptive to viewers

Make writing adaptive to viewers by holding the next tips:

a.       Wants of viewers

What the readers must learn, take into account

b.      Easy language

Language have to be easy, in order that the readers could not really feel any issue in understanding it.

5. Composing

For composing or writing by hand, one should deal with the next wants:

1.      robust phrases

Phrase choice have to be finished holding their that means in thoughts

2.      efficient sentences

Sentences have to be written successfully. Efficient sentences are characterised by simplification and preciseness

a.       quick sentences

Lengthy sentences make that means ambiguous, so quick sentences ought to be used

b.      emphasize necessary concepts

Every sentence should emphasize necessary concepts, and meaningless sentences have to be deleted

c.       use energetic /passive voice successfully

Use energetic and passive voice holding wants of the sentence

d.      remove transitional modifiers

Transitional modifiers have to be eradicated, as their overuse might be hurdle in fast communication

three.      significant paragraphs containing the next options have to be included in writing:

a.       develop one thought, every paragraph containing one thought

b.      construct coherence, paragraphs having sequence

c.       restrict size, complete , not prolonged paragraphs

6. Group and logical move

Logical move of data makes readers identified of what’s written, so there have to be logical move

7. Accessibility and scope

Written materials have to be straightforward to grasp and make clear its boundaries

eight. Completeness

Written materials have to be full in its nature, conveying all potential vital data.

9. Readability

Phrases and sentences should convey clear that means to the reader

10. Inspire, excite the reader at the start

Good communication by the writers labored at first of writing makes readers excited to learn additional, so at the start of writing, motivating data have to be offered

11. Don’t confer with concepts till after they’ve been launched

First introduce the information cited after which refer it to. make readers ready to learn concerning the referred materials

12. Use sections and subsections to prepare

The data ought to be divided into sections and sub sections to convey the that means simply and utterly.

13. Attempt to give every paragraph one fundamental level

Every paragraph should present data on one of many details.

eight.     Methods to enhance finishing abilities for higher communication

Listed here are the methods vital to enhance finishing abilities for higher communication:

1.  Revise

To revise composed writing, following tips ought to be cared:

a.       consider content material

The content material ought to be evaluated if it conveys vital data or misses one thing

b.      readability of content material

Examine whether or not the content material is readable or wants some clarification

c.       concise content material

Content material ought to be concise and ineffective content material ought to be eliminated

d.      Clear language

Language of the writing ought to be clear

e.       directness

Examine whether or not precise data is offered or some extra data is required

f.       spotlight necessary concepts

Necessary concepts should not be missed, examine it

g.      maintain it quick and easy(kiss)

Easy and quick data is extra necessary than ineffective lengthy paragraphs.

2. Produce message

1.      efficient design of the written message contains following components, which have to be tried to achieved:

a.       consistency

b.      stability

c.       restraint

d.      element

2.      structure of the message must not ever be sophisticated, but it ought to be

a.       clear

b.      skilled

three. Proofread

For proofreading, take a look at errors in

1.      structure

a.       use typical codecs for letters, memorandums, stories, and proposals

b.      compose clear charts and tables that conform to straightforward technical conventions

c.       correctly reference tables and figures

d.      correctly cite references and format bibliographic entries

e.       display correct structure of a title web page and a desk of contents(David adams, 2010)

2.      spelling, by your self, requesting friends or by utilizing software program to spell examine

three.      mechanics, the construction of writing within the following elements:

a.       Introduction – motivation, background, goal

b.      Background – abstract of what’s already identified that’s associated, necessary

c.       Fundamental concepts – the fabric central to the message

d.      Supporting proof/documentation –Simulations, examples

e.       Conclusion/Dialogue – restate goal, recap and summarize the message, spotlight the important thing factors, point out potential subjects/concepts for future

four. Distribute message

a. Guarantee profitable distribution of the message within the written materials

b. Try the language to be bias free

Normal methods

Right here, the author discusses common methods to enhance writing for higher communication

Boric (2009) and Davidian(2005)  level out the next methods for use;

1.      Get data of methods to enhance writing abilities for higher communication by studying books, articles, web search and so on

2.      Marie Davidian (2005) describes that the needs of writing could also be one the next

  • To tell the reader about some idea
  • Persuade the reader for some idea or principle
  • Entertain the reader with offering new data


four.      Ask your self questions concerning the written work and reply these query

a.       Earlier than writing

b.      After writing

5.      First brainstorm concerning the subject and write no matter is available in thoughts

6.       Manage data which was written whereas brainstorming

7.      Write with sequence , as scattered data cannot talk

eight.      Use “large, center, little” revision process, first, large revision wants ought to be fulfilled, then center ones and if time stays, little revision wants ought to be fulfilled.

9.      Reader pleasant writing makes communication straightforward and efficient, so the readers have to be saved in thoughts whereas writing

10.  First examine spelling, as it may well make writing poor

11.  then proofread accordingly

12.  Don’t worry about all the small print at first; you may fill within the holes later. Get the primary concepts down in no matter kind involves thoughts.

13.  No good author produces an ideal first draft.  After getting tough draft, overview it rigorously and refine it

14.  Reorganize to enhance logical move

15.  Take into account every paragraph and sentence for readability;

16.  revise to make every sentence say precisely what you imply

17.  Ask others for sincere feedback and comply with these feedback as a lot potential

18.  Try citing the related literature and materials

19.  Attempt to examine and fill gaps in your logic

20.  Evidences offered ought to be convincing

21.  Try correctness of Grammar, Model, Spelling and punctuation

22.  Use appendices  current proofs, arguments, further clarification, relating them again to the papers/chapters and making it clear the place they slot in Journal Articles

9.     Methods to enhance writing type

Matthew R. Kuhn(n.d) illustrates  the next methods to enhance writing type for higher communication:

Viewers evaluation

To investigate viewers, one ought to have following data;

  • current technical data and evaluation to a non–technical reader
  • acknowledge phrases and ideas that require definition or clarification to a much less– technical reader
  • undertake a correct degree of element to swimsuit the reader
  • analyze consumer wants in getting ready a consulting report and a solicited engineering proposal


Manage writing materials into every of 5 classes: introduction, background, strategies, outcomes, and conclusions, dialogue, and/or suggestions

• Introductions

a.       Reply the query, why? By clearly describing the aim of the work

b.      Reply the query who? by clearly describing the author’s relation to the work

c.       Reply the query which? By offering define of the content material of the writing

d.      Reply the query how? By figuring out and clearly describing the scope of a venture

Background data

a.       establish and current background data that clarifies the rest of the writing

b.       establish and current the broader context of fast technical points

• Strategies

a.       Clearly describe which methodology is used within the textual content

b.      clarify why the strategies have been chosen for the textual content

c.       current strategies with an acceptable degree of generality or element for the meant readers

d.      current methodologies in a way that clarifies and supplies a context for the outcomes

• Outcomes

1.      current outcomes with readability

2.      use tables and figures to successfully current outcomes

three.      current numerical outcomes with an acceptable variety of digits

four.      distinguish between outcomes and conclusions

  • Conclusions, dialogue, and/or suggestions (CDR’s)

1.      clearly current CDR’s

2.      write CDR’s which might be supported by the author’s strategies and outcomes

three.      keep away from hypothesis

four.      current CDR’s that keep inside the scope of a venture Model

5.      when acceptable, can write in a direct and concise type by

6.       avoiding extreme use of the passive voice

7.      specializing in the actual topic and verb

eight.       avoiding excessively ornate language

9.      avoiding pointless qualifiers

10.  when acceptable, can write clearly and exactly by

11.   avoiding imprecise and omnibus phrases

12.  avoiding imprecise pronoun references

13.  defining abbreviations

14.  avoiding verbs as modifiers

15.  avoiding jargon and clichés

16.   keep away from lengthy, garbled sentences

17.   constantly write correct sentences

18.  acknowledge generally misused phrases

19.   display correct punctuation

20.  display correct parallel constructions

21.  display constant topic–verb settlement

22.   acknowledge and constantly use a correct verb tense

23.  Hold associated work collectively

24.  Use lists to make clear ideas

10.                       Methods to enhance completely different writings

Writing could also be for various functions, every writing wants completely different methods to make writing communicable.

10.1.     Methods to jot down faxes

1.      When getting ready a fax bear in mind the 6 W’s: who, what, when, the place, why, how.

2.      Faxes ought to be quick, and embrace the fundamental data of your message.

three.      All the time use a canopy web page. The quilt web page ought to comprise your identify, title, group, cellphone quantity, fax quantity, and electronic mail deal with. It ought to have the identical data for the recipient of the fax. Tony Rosenbaum(2005)

10.2.     Methods to jot down letter

Following methods ought to be thought-about whereas writing letter for higher communication:

1.      Courtesy and consideration

2.      Directness

three.      Conciseness

four.      Readability and precision

5.      Sample: opening, physique and shutting

6.      Apply three step course of, i.e pre writing, writing and revising(Guffey,2003)

a.       Pre writing

1.      Evaluation  of goal for writing, traits of viewers, and the medium for use for writing

2.       Anticipating the viewers, her questions concerning the work, solutions put within the work, this all ought to be anticipated

three.       Adaptation contains the precise wanted phrases and tone, visualizing the readers advantages, utilizing courteous language and selecting exact phrases.

b.      Writing

1.      Analysis information vital for writing utilizing completely different sources

2.      Manage information in keeping with the necessities of the writing by itemizing and outlining it

three.       Begin composing after organizing information and choosing sample to jot down, get your thought written down the paper, as they arrive in thoughts, as it’s the first draft

c.       Revising

1.      Revision, to enhance the content material and sentence construction within the textual content, and take away pointless element, making textual content readable

2.       proofread, to examine spelling, grammar, punctuation, names and numbers and format of the textual content

three.       Analysis, to examine whether or not the draft is attaining the aim of writing. It may be finished by your self, friends and consultants as per requirement of the textual content

Rosenbaum(2005) considers that  you must  keep away from some frequent pitfalls when it’s a must to write a letter, press launch, finances report, or set of directions on your staff.

Listed here are some fundamentals that can show you how to in no matter writing job you’ve got.

a.       Hold writing easy

b.      Hold writing constructive

c.       Hold writing correct

d.      Discuss the reader’s language. This precept pertains to one of many key components within the communication course of, realizing your viewers. Streamline your type.

e.       Keep away from wordiness. Typically, you may shorten wordy phrases and maintain writing easy. It’s not tough.

f.       After you write a letter, memo, or directions for a process, look critically at pointless phrases and phrases. When one or two phrases can substitute for 5 or 6, do it. For instance:

g.      Keep away from the jargon that’s second nature to you in your job, however which is a overseas language to others. If it’s essential use technical language, clarify it to your reader. You may maintain writing constructive by avoiding unfavorable phrases and phrases. Take a look at these examples:


We will not concern the allow till you full the applying.

Drivers will not be capable of use Fundamental Road in the course of the paving venture.


We will concern the allow whenever you full the applying

h.      Good grammar, appropriate spelling, and punctuation replicate a cautious author and one who respects the viewers or reader.

i.        Whether or not you’re a good speller or have forgotten extra grammar than you bear in mind, ask somebody to proofread your letters, notices, and directions.

j.        Ask a secretary, partner, trusted coworker, or your personal grade faculty scholar at dwelling. Even the perfect writers have editors who examine their work.

ok.      Just be sure you embrace the date in your letter. It is going to show you how to bear in mind to comply with up if you don’t obtain a response whenever you count on it.

l.         Embody the date on all correspondence, even your file notes, memos, schedules, and different writing. It may possibly defend you in case your data ever turn out to be topic to public scrutiny.

m.    Should you have no idea who to handle a grievance or inquiry to, keep away from utilizing “Expensive Sir” or “Expensive Madam.” The perfect method is to name and discover out the identify of somebody to handle your letter to. When all else fails, a salutation similar to, Expensive Buyer Service Consultant or Expensive Normal Motors, can work.

n.      To finish your letter, use both “Sincerely yours,” for a extra formal letter or “Sincerely,” for much less formality. “Very actually yours” is much less frequent now and a bit old style, however is appropriate.

o.      Use quick phrases (fewer than three syllables)

p.       Use quick sentences (fewer than 15 phrases)

q.       Use quick paragraphs (fewer than 5 traces)

r.         Be direct and constructive

s.        Use a dictionary to confirm spelling

t.         Use spell-check on the pc

u.      Ask somebody to proofread your writing

v.      Mark your personal frequent spelling errors in your dictionary

w.    Finish with “thanks” Tony Rosenbaum(2005)

10.three.     Methods to jot down electronic mail

Following methods ought to be adopted whereas writing emails, in order that higher communication could also be potential:

1.      Topic line:

a.       It ought to summarize central thought

b.      It’s best to use type and abbreviations

2.      Opening:

a.       State goal in easy skilled language

b.      Present direct data with out speaking of environment

three.      Physique:

a.       Present detailed clarification of the writing goal

b.      Hold the precept of readability, by utilizing graphics if potential

c.       Graphic highlighting can improve that means and attraction of the written message

four.      Closing;

a.       Request motion to be taken by the receiver

b.      Closing thought, together with thanks and request for reply, or affirmation and so on

c.       Contemporary remarks, deal with the receiver with recent remarks which make reader energetic to reply

Different methods to jot down higher electronic mail:

a.       Keep away from utilizing all CAPITAL LETTERS. First, it’s tough to learn emails written in all caps. Second, it’s thought-about the equal of shouting.

b.      Keep away from overusing “pressing.” When faxes first turned a preferred technique of speaking, most of us used a fax to ship pressing data. Electronic mail began that manner, and “pressing” has now turn out to be too commonplace to take significantly.

c.       All the time embrace the relevant parts of the unique electronic mail when utilizing the Reply perform. Many individuals get a number of electronic mail. Once they obtain a reply like, “That is effective with me,” and no reference is made to the unique electronic mail, they might not know what you’re agreeing with.

d.      Look ahead to too many replies in a sequence of emails. Typically a string of messages turns into too lengthy. Even the unique subject modifications!

e.       Spell-check and proof-read your emails earlier than sending them.

f.       All the time fill within the Topic line. It’s irritating to obtain emails with clean Topic traces. Your Topic line also can encourage readers to open your electronic mail sooner fairly than later.

g.      in case your topic is about  a couple of subject, use separate paragraphs for every.

h.      Attempt to make your textual content exact, as quick however necessary textual content conveys message effectively.

10.four.     Methods to design higher doc

Following methods could make doc written for higher communication:

1.      Analyze viewers who will learn the doc

2.      Select acceptable dimension of the doc in keeping with necessities

three.      Constant font kind, as required

four.      Justify, if requested, as in enterprise letter, writing will not be justified

5.      Write separate paragraphs for every concepts to make concepts clear

6.      Make headlines readable

7.      Enticing web page structure

eight.      Assist with illustrations and graphs

9.      Use easy and clear language

10.  Develop experience in writing by exercising

10.5.     Methods for persuasive writing

Following methods could make writing persuasive and logical:

1.      Take into account viewers issues and describe them

2.      Put together viewers first

three.      Use technique supporting your credibility

four.      Current each side of arguments in textual content

5.      Clarify suggestions

6.      Place strongest factors in textual content

7.      Present data with reasoning

10.6.     Methods for analytical writing

The next methods ought to be used to make textual content in a position for communication

1.      Introduction

a.       Writing goal of study

b.      Group of components

c.       Present ecommendations for viewers

2.      Findings

a.       Consider professionals and cons and write down

b.      Develop standards to pick out from alternate options and placed on paper

c.       Assist standards with proof and write the textual content accordingly

d.      Take into account logic and readability within the textual content

Manage by:

1.      Time

2.      Part

three.      Significance

four.      Standards

5.      Conference

three.      Conclusions/Suggestions

a.       Reply analysis questions in conclusions

b.      Clarify wanted motion in suggestions

c.       Use easy and precise phrases for readability

10.7.     Methods for informational stories

1.      Introduction

a.       Start writing instantly

b.      Present preview of the subject to make it clear

c.       Talk about selective background information

d.      Divide subject into sections and sub sections

2.      Physique

a.       Organize subtopics logically to make ideas clear

b.      Headings conveying clear ideas

c.       Decide diploma of ritual, and write accordingly

d.      Improve readability by utilizing phrases in keeping with the caliber of the reader

three.      Conclusion/abstract

a.       Briefly overview details of the textual content in abstract

b.      Put concluding ideas utilizing evaluation and artistic considering

10.eight.     Methods for writing proposals

1.      Introduction

a.       Describe goal of the proposal, answering the query,why?

b.      Clarify key concern in easy persuasive language

2.      Background/ drawback

a.       Talk about significance of the issue with proof

b.      Introduce drawback by stating analysis issues or analysis questions

three.      Proposal plan

a.       Clarify plan about conducting the entire process

b.      Plan administration and analysis procedures

c.       Timetable define

four.      Staffing

a.       Key personnel

b.      Supporting personnel, gear, sources

5.      Finances

a.       Clarify venture price

b.      Embody deadlines for the steps

6.      Authorization

Ask for approval, if enterprise proposal

11.                       Conclusion

We will conclude that the methods referred within the project can higher be used to make written communication higher.

Source by Khansa Naz

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