GUIDES TO EFFECTIVE BUSINESS COMMUNICATION

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Intrinsic Skills

As our chart shows, these are divided into two, i.e., Mechanical (or Rote) Skills and Cognitive (or Language) Skills.

Mechanical (or Rote) Skills

Essentially, these are techniques which require, for their use by a writer, not intelligence or knowledge, but the memory. So, practically every writer can use these techniques if he/she will remember to use them or is temperamentally disposed to using them. When applied, they distinctly enhance the quality of a piece of writing but, unhappily, many writers either constantly forget to use them or are temperamentally averse to using them. These skills include the following:-

  1. Re-writing as a Habit

Re-writing gives pieces of reports the quality of polish (and that other quality of clarity discussed in Unit 1) by which a piece of writing is not only understood, but impossible to be misunderstood. Personnel handling the written communication function in organisations should, from the onset, be aware of the fact that even the most accomplished masters of language and communication techniques can hardly achieve

first-rate pieces of writing by a “dash-off” effort. A writer should take a piece through at least three stages (draft, final and proof) before it is released.

  1. Paragraphing for Attractiveness

You already know a great deal about the skills for building the paragraph. Here, we are concerned with three inter-related purposes concerning the paragraph, viz: (1) drawing attention to its value as an attribute which enhances the physical quality of a piece of business writing; (2) awakening the business writer’s consciousness of the need to strive for effective paragraphing, and (3) encouraging the business writer to become accustomed to inspecting each individual page of a sheet for paragraphing effectiveness.

The paragraph is one of those writing qualities which prevent print-fright, provide bridging breaks in continuous writing, and offer the reader manageable units of thought or material upon which to focus his attention at any one time and, so, provide him with a valuable aid to memory.

  1. Consistent and Intelligent Itemising

Items, sub-heading and, sometimes, paragraphs in written pieces are often numbered – that is what we mean by itemizing. The system used for the numbering may be the somewhat older one of combining many symbols (such as A, B, etc., I, II, etc., 1, 2, etc., a, b, etc., and i. ii, etc.) or the relatively newer system of sole use of Arabic figures (such as 1.0, 1.1, etc., 2.0, 2.1, etc., 3.0, 3.1., etc, and so on).

  1. Use of “Bullets”

This is related to itemization; indeed, it is another method of itemizing. Bullets refer to any symbols (large dots, the dash, swords, zeros, etc.) used for indicating different items on any one topic. (The asterisk is not used much for this purpose apparently because of its conventional use in modern grammar for indicating – giving advance warning about – wrong language constructions). The “bullet” is used for making lists in situations in which, although listing is required and necessary, no ordering of any kind (such as of importance, priority, chronology, etc.) is required.

  1. Use of Sub-titles

Sub-titles are used for dividing a long piece of writing or report on a topic into the many different units or elements which make up that topic. Supposing that one was reporting on an enterprise in a certain period of business, one might have such topics to report upon.ent. It helps the reader to organize his thoughts and, so, assists his memory and stimulates his interest because it prevents fright at unbroken lengths of writing.

 

  1. Use of Tabulation

Without doubt, tables are very handy for presenting large quantities of data in which certain relationships are to be shown, e.g., statistics on various subjects (such as a firm’s sales figures in different regions for the same or different periods; accounting summaries, analytical figures, budget statements, textual details and references, etc.). Tabulation makes for brevity and assists the reader’s comprehension. We are familiar with the use of Frequency Tables for presenting, and Contingency Tables for analyzing, research data, but tables are equally valuable in routine reports and similar other forms of writing.

  1. Use of Illustrations

This refers to the use in writing (for illustrative purposes) of pictures, sketches, drawings, photographs, and so on, and, in speech, music, films, tapes, models, gestures, projectors and similar objects. Some people include these illustrations and, indeed, the next item which we shall consider (i.e., charts or graphs) and even tabulation (which we have just discussed) among what are referred to as aids (audio, visual and audio-visual) to communication. The idea of aid is good because it supports the notion that use of these skills which we have been discussing is essentially invoked from the memory, rather than from the intellect or from acquired knowledge. So, they essentially aid (help) the intellect and acquired knowledge in producing the fullest impact in written matter.

A picture or sketch of a plantation, an extension to a factory or of people sampling a new product would be very germane to a report on a related subject. Illustrations invoke images, bring out the human element of situations and, so, make for vividness of impact. A well-known Chinese dictum says that “a picture is worth 10,000 words”. Illustrations are very useful in house journals.

  1. Use of Charts (Graphs) and Sketch Maps

We shall try not to flog this item but make it as simply as possible. Points to note about graphs are the following:-

(i) There are many kinds of them.

(ii) They are usually constructed from quantitative data, such as contained in the table which we have already given.

(iii) Their greatest value lies in showing a trend or movement in the subject which they depict. So, while the table gives precise information but may not give an immediate graphic visual picture of a situation or trend, a graph gives that immediate visual picture of a situation and trend.

(iv) Graphs are usually drawn (at least, by the lay person or non-statistician) on grid paper – paper divided into equal squares of known dimension, so that vertical and horizontal sides of each square can be given definite values. Dyer (1964:48-51) and Evans (1984:163-166) describe a number of kinds of graphs.

(v) Related to point (iv) is the fact that graphs are constructed from exact data, either already presented on a table or available from research findings and, perhaps, given in an Appendix. This point should remind us that when it is necessary to show the exact values represented by a point on a graph, such a value should be written into the graph.

This concludes our discussion of the Rote (or Mechanical) elements of the skills of continuous writing. The great value of these skills for enhancing the quality (both of visual appeal and physical layout and of clarity and explicitness of meaning) should be readily evident. These features also raise the status of a piece of writing and the attention which it can win because the features attract positive and favourable attention to the knowledgeableness of a writer. Every writer should give serious attention to using them.

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