Effective Written Communication PDF

 Effective Written Communication: Introduction, Complexity of the Topic, Importance Formal Communication  Writing Effectively: Subject Lines, Put the Main Point First, Know Your Audience, Organization of the Message  Written communication is more important than ever.  It provides a...

 Effective Written Communication: Introduction, Complexity of the Topic, Importance Formal Communication  Writing Effectively: Subject Lines, Put the Main Point First, Know Your Audience, Organization of the Message  Written communication is more important than ever.  It provides a nice document path for our work records.  Like all other communication skills, good writing skills can be learned.  Good writing means using several key elements to get your point across.  Good writing elements include using: grammar correctly, recognizing and correctly using the parts of speech, spelling and punctuating properly, and using clear, concise words and logical thinking.  Many employers consider written communication skills to be one of the most important job skills.  Studies have indicated that the ability to write well seems to be diminishing among students.  As per studies, students in general have difficulty expressing themselves on exams when they are faced with an essay question requiring rationalization and writing their answer/opinions in a proper legitimate way.  In todays world of rapid fast communication via texts and emails, most of us would rather write message than make a phone call.  Therefore, if you can write a message clearly and accurately, that skill will benefit you in profession. Effective Written Communication  Pharmacists have many duties that include writing, such as  writing annual reports assessments, project writing  letters to editors in journals,  letters of recommendations, articles to be published, or  proposalsfor new clinical services/internal communication in pharmaceutical companies,  In administration and drug information.  It would be important to evaluate how writing skills develop over the period of several courses or throughout the whole pharmacy curricula.  A type of verbal/written communication in which the interchange of information is done through the pre-defined channels is known as formal communication  (SALIENT FEATURES)  A formal piece of writing  A factual account  Written with a specific purpose  Written in an organized manner  Written for a specific audience  Includes only relevant information  Written in an objective manner  DEFINITION A business report is a formal communication written for A specific purpose, conveying authentic information to a well- defined audience in a completely impartial and objective manner. Written in a conventional or usable form, it describes the procedures followed in the collection and examination of data, analyses the facts collected, derives conclusions from them, and gives recommendations, if necessary. CLASSIFICATION OF REPORTS  INFORMAL REPORTS TYPES 1. Letter Reports: Usually written while collecting findings from a R&D project, list of individuals recommended for merit bonuses, or an explanatory report for a legal proceeding. 2. Memo Reports: It is a prescribed form which is used to send important information within an organization, such as sending information from one department to another, announcing a change in policy matters, etc.  FORMAL REPORTS 1. Routine/Periodic Reports: These reports are submitted annually, quarterly, monthly, weekly, or at any other prescribed intervals in the routine of business affairs. 2. Informational Reports: These reports develop an understanding of the aims, objectives, organization, policies, regulations, procedures, problems, and future outlook of a company. 3. Interpretive Reports: These types of reports help the readers analyse, interpret, and evaluate facts and ideas. 4. Progress Report: Informs the reader about the status or the progress of a particular project undertaken by an organization during a specific period. 5. Inspection Report: A routine report that is compiled only after a thorough investigation of objects or products. 6. Annual Confidential Report: These reports are submitted annually by the controlling officers about their subordinates. 7. Laboratory Report: These are written by scientists and students of pharmacy, engineering, science, psychology, biology, and those who work regularly in laboratories. 8. Inventory Report: These reports are submitted at regular intervals, may be weekly or monthly or annually on the amounts and kinds of items in stock, stockout ratios and projected needs and order dates for supplies.  Be brief and precise  Be complete  Be choosy (particular)  Be original  Be coherent (rational,)  Be clear  MAJOR FORMS OF CONDENSATION  Précis  Summary  Abstract  Synopsis  Paraphrasing  PRÉCIS  Most commonly required to be read and written  Short and concise account of some text  Gives all important points but no details  Follows and maintains the view of the author  Records in minimum words the central idea  SUMMARY  Written and included in the reports prepared by professionals  Presents the entire matter in a nutshell  Quite useful as it presents the entire matter in a nutshell  Clipped of examples and illustrations  Emphasizes the main arguments and conclusions of the original  ABSTRACT  Shorter than a summary  Highlight the purpose, scope, and significance of a work  Preferred in technical and specialized forms of communication.  SYNOPSIS  Condensed and shortened version of an article, research paper, a chapter of the book, a report, or a book itself  Highlights in brief all the essential features  Required to be submitted to universities  Highlight the purpose, scope, and significance of the research  Includes a reference to the methods adopted  Provides the general plan of the entire work  Tries to establish its importance in the relevant field.  PARAPHRASING  Not necessarily a condensed form of the original document  Paraphrase is to reproduce the author’s ideas in your own words  To convey to the reader in simpler terms a complex idea