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Sv.raghuveer@GMAIL.COM
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Dear Sir
I would like to know how to improve our written communication skills i.e in the following areas :
1.Sending/Replying & receiving mails
2.Usage of strong words to convey the desired meaning in letters
3.Writing a report on a event /Incident / Process
4.Effective Office communication in day to day usage ex: Memo,report on the new process etc .
5.Press release, press reports
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Hi

Here are few suggestions for each of your queries.

1. The focus of email communication is 'speed' so the faster you reply the more effective the communication. The danger though is that in our quest for speed, we may miss out on vital information, send incomplete information, tend to make mistakes regarding facts and figures etc. Also try and reply to each point so that the reply does not miss out any point. If you are generating the email, ensure that your subject line gives the synopsis of the communication and that it is addressed only to the relevant people. Ideally ensure that your communication is put in point form and that each point has only one idea expressed.

2. As far as possible avoid strong words because it can have negative repercussions. If at all you have to use strong words, ensure that you know the exact meaning and that the usage is in the right context and in the right measure. If possible avoid repeating the same word often and instead use synonyms so that the contents are more readable and engaging.

3. Objectivity holds the key to report writing. Don't let personal bias influence your report. As far as possible avoid all adjectives because often these tend to reflect our bias. Contents of reports must be follow a sequence relevant to the subject.

4.Memo's must be written using the standard corporate template. This means that the From:, To: Date: Subject line: etc all appear in the same place for every memo. Keep memo's short and ideally should never exceed a page. It is also important to ensure that the memo's (especially if a hard copy is circulated) are received and acknowledged by all concerned. Reports must follow the rules set out in point 3 above.

5. Press release must follow the inverted pyramid formula, where the hard facts (5 W's and 1 H) are answered right in the beginning. This means that the first few paragraphs give the most essential details. The latter paragraphs can have more details and can help elaborate the contents. Often editors tend to snip of the latter paragraphs to fit the available space and hence the inverted pyramid style ensures that the most vital information gets printed.

Trust the reply gives you the momentum to further improve and enhance your communication at the work place.

You are also invited to visit my Inspirational and Motivational Blogs listed below

www.actspot.wordpress.com - Over 62,000 views and 450 followers
www.poweract.blogspot.com - Over 17,000 views and 139 followers

For your corporate training needs and communications related services visit www.actspot.com

Best Wishes
Hi
The art of written communication needs to be developed with constant practice. This can be effectively done if we are more aware of some of the points mentioned by Jacob in his reply above.
All communication must be short and to the point, particularly written communications. This simple rule should be rule number one of communications.
Raj
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