SHARMAS COMMUNICATION SKILLS,

WRITING

 Crisp and correct writing is essential to successful leadership communication.
When a letter, report, or program handout includes an error, readers are likely to remember
the error rather than the message. The following are some of the principles managers
must bear in mind while setting out to write.

• Proof-read aloud everything. By reading aloud, your ear will catch mistakes your
eye misses.
• Make no assumptions. The ideas you are presenting must be explained in full to
be understood. People read only what is on the page.
• Do not lecture. Write only what must be understood to make the proper decision or
choice.
• Rough draft all important letters and reports. Check them for content, sequential
development of ideas, and conciseness.
• Always put yourself in the “other person’s shoes” and ask yourself, “Would I want to
read this letter or report? Why? Does it say something of value and real importance
to me?”
• Many people are too busy to read carefully. Be sure your ideas are clear and easy to
follow. As a general rule, the most effective manner in which to develop an idea is:

Concept F Benefit Example F Data

This method leads your reader to the conclusion you want because the conclusion
is already clearly stated as the concept (hypothesis). Your examples and
data should support the conclusion you make.
• Define all “terms” and eliminate vague pronouns. These two traps cause more
problems in writing than any other set of conditions.
• Grammar, punctuation, and spelling should be perfect. Use a dictionary - either
a good unabridged volume or the “spelling checker” version on your computer.
• Plan your time to allow for proofreading and correcting. When your success
depends upon the quality of your letters and reports, there are no excuses for ineptitude.