SHARMA's BLOG: Designing paragraphs

SHARMA's BLOG: Designing paragraphs: Designing paragraphs Paragraphs form the third link that is critical to acquire effective writing skills. Besides words and sentences, th...

Designing paragraphs

Designing paragraphs

Paragraphs form the third link that is critical to acquire effective writing skills. Besides words and sentences, they play a major role. Paragraph designing requires clear thinking and a systematic mind. Design of paragraphs has a direct impact on the layout and presentation of the writing and contributes significantly to attracting and retaining readers‟ attention. A few guidelines are:

(i) Paragraphs should exhibit unity of idea or topic
Contents of a paragraph should relate to one idea (a group of thoughts) or topic. However, unity can vary and so can the size of a paragraph. Ideally, a good test for a paragraph is that it should be possible to reduce the contents of a paragraph to one sentence or one statement. If it is not possible, unity of the paragraph is likely to suffer.

(ii) Paragraphs should be kept short
A paragraph should consist of 8 to 9 lines only. Paragraphs larger than 10 lines should be critically examined and „fat‟ cut off

 Large paragraphs are heavy and make reading dull and difficult
 Short paragraphs appear well-organized and invite readers to read on with attention
Paragraph positioning enhances layout design. A suitable system of headings and subheadings can further improve the attractiveness of the prose. These days printers use color schemes for titles etc to give „come hither‟ look to the readers.

(iii) Positioning topic sentence to advantage
Writers must become aware of the importance of positioning the topic sentence in the design of a paragraph. It can help in designing good paragraphs. However, where it should be placed in a paragraph depends upon the writers‟ plan:

(a) Placing topic sentence first
It is the best option and many firms have adopted it as a policy guideline.

(b) Placing topic sentence last
Here the beginning sentence in the paragraph serves as an introduction. The paragraph ends with the topic statement that is the real content.

(c) Placing the topic sentence in the middle
If a topic sentence is placed in the middle of a paragraph, it dilutes the content. It is rarely used but, in specific situations, it can impart the requisite impact.

(iv) Leaving unnecessary details out of the paragraph
This requires good visualization of the receiver. One can make the paragraph smarter by omitting extraneous details. Much depends upon the writers‟ judgment.

(v) Paragraphs should move the text forward
Each new paragraph is the next additional step in moving towards the goal of the message. If each paragraph represents the orderly development of the ideas, it facilitates move forward. Smoothness in writing style and good proficiency in choice of words and sentences can move the idea forward through each paragraph. Once a while, a short paragraph is incorporated to organize the transition from the previous paragraph to the next.

SHARMA's BLOG: Constructing Sentences

SHARMA's BLOG: Constructing Sentences: Constructing Sentences Length of the sentence is the most important feature of constructing sentences. In general, sentences should be a...

Constructing Sentences

Constructing Sentences

Length of the sentence is the most important feature of constructing sentences. In general, sentences should be adapted to readers. Long sentences are hard to read and harder to absorb. Short sentences enhance readability. A sentence should have 16 to 18 words, on the average. Sometimes longer or shorter sentences may be justified. A few good suggestions are:

(i) Limiting the content of a sentence
Limiting the content of a sentence would reduce its length. However, it should not be overdone. Too many short sentences make the reading choppy!

(ii) Economizing on words
Always look for shorter ways of saying things. A few suggestions are:

(a) Avoiding cluttering phrases
Go in for shorter expressions like:
 „If‟ for „In the event that‟
 „Like‟ for „Along the lines of‟
 „To‟ for „With a view to‟

(b) Eliminating superfluous words
Some words do not add any meaning and quick scrutiny can go a long way.

(c) Avoiding roundabout ways of saying things
Roundabout ways of saying add words and verbosity to the sentences. Being direct makes it simple, short and impressive.

(d) Avoiding repetition of words and phrases
Repeating words and phrases is very boring and should be excluded from ones‟ writing. The only exception is when the writers want to emphasize something.

(iii) Determining emphasis in the construction of the sentence
Short sentences emphasize content and long sentences dilute it although determining emphasis in a sentence is largely a matter of judgment.

(iv) Imparting unity to a sentence
All parts of a sentence should relate to one „single thought‟. This unity is often violated in the following three ways:

(a) Including unrelated thoughts
Unrelated thoughts vitiate unity of a sentence and can be taken care of by:
 Using separate sentences for unrelated thought
 Making one thought subordinate to the other
 Adding words to show that the thoughts are related

(b) Giving excessive details
Giving too many details dilutes the unity of a sentence. Avoid details or put them in a separate sentence within parenthesis.

(c) Constructing illogical sentences
Constructing illogical sentences can spoil the unity of a sentence. It results from:
 Mixing active and passive forms of expressions
 Going in for mixed construction of sentences.

(v) Using correct rules of grammar for sentence clarity
Rules of grammar have emerged as a result of some customs but mostly because they help write logically and clearly. Students must know these rules of grammar to acquire effective writing skills.

(vi) Learning the power of punctuation
This is a group of distinctive signs that are used in writing and every writer must learn them properly. Some of the uses change like fashion over time and writers must remain updated on them. They add power to ones‟ expressions.

SHARMA's BLOG: LEVELS OF LEARNING WRITING SKILLS - 1

SHARMA's BLOG: LEVELS OF LEARNING WRITING SKILLS - 1: LEVELS OF LEARNING WRITING SKILLS - 1 Learning how to write effective communication, can be described at three levels:  Choosing the ...

LEVELS OF LEARNING WRITING SKILLS - 1

LEVELS OF LEARNING WRITING SKILLS - 1

Learning how to write effective communication, can be described at three levels:

 Choosing the right words
 Constructing Sentences
 Designing paragraphs

(1) Choosing the right words
A skilled writer should choose words such that the receiver gets the meaning in a precise manner, without different interpretations. Following guidelines are useful:

(i) Searching words that the receiver understands
Adaptation is a process of simplifying; it is not as easy as it sounds because:
 Many individuals write at a more difficult level
 Writers know the subject better than the receiver
Extensive experience supports simplification.

(ii) Using familiar words
Familiar words enhance communication because they are easy to understand and absorb. Human memory favors familiar words as it speeds up filing and storage! For example, use:
 „Show‟ in place of „demonstrate‟
 „Use‟ instead of „utilize‟
 „Try‟ for „endeavor‟

(iii) Choosing short words
Short words communicate better; use:
 „Quit‟ in place of „terminate‟
 „Agreed‟ in lieu of „accorded‟
 „Last year‟ instead of „previous year‟

(iv) Using technical words with caution
Every field of specialization has words that have a specific meaning in that field and should be used when communicating with persons from the same area of specialization. They do not communicate well with others and hence should be used with caution, if at all.

(v) Adding vigor to words
Our senses and mind do not respond equally to all words – words with vitality attract better attention. Thus one must add zing to one‟s writings by using strong words. As a rule, a word is strongest when used as a verb, followed by when it is used as a noun. Adjectives and adverbs are comparatively weak and should be used sparingly. A few useful tips are:

(a) Selecting strong and vigorous words
The main purpose of any writing is to attract the attention and time of the reader. We know that strong and vigorous words attract attention from senses and mind. Use:
 „Tycoon‟ in place of „eminently successful businessman‟
 „Boom‟ instead of „period of business prosperity‟

(b) Using concrete words
Using concrete words makes writing more interesting instead of abstract words. Use of specific words adds exactness in ones‟ expressions.

(c) Preferring active to passive verbs
The active form of expression is better than the passive form - it is stronger and shorter. The passive form has a place only when „doer‟ is not important.

(d) Avoiding camouflaged verbs
Do not camouflage verbs into nouns; they dilute expressions. For example, use:
 Cancel and not cancellation
 Acquire and not acquisition

(vi) Selecting words for precise communication
One should have good command over the vocabulary. It helps in searching for the correct words and phrases that convey precise meanings in a given situation. A writer must try to have a very good collection of idioms, maxims, and proverbs. They are very powerful in conveying ones‟ thoughts in a precise manner.

(vii) Avoiding sexist words
These are words that show male dominance e.g., manly figure or manly habits.

(viii) Avoiding pronouns indicating sex
Do not use pronouns like he, she, him or her. This can be done by:
 Making them plural
 Rewording the sentence
 Going in for neutral expression like one, someone, etc

(ix) Avoiding words derived from masculine words
Do not use words like manpower, chairman, postman, watchman, etc
(x) Avoiding words that are demeaning to women
Words like womanizing, prostituting, etc should be left out of writing as they offend some readers.

SHARMA's BLOG: PRINCIPLES OF WRITTEN COMMUNICATION

SHARMA's BLOG: PRINCIPLES OF WRITTEN COMMUNICATION: PRINCIPLES OF WRITTEN COMMUNICATION The core principle of any communication is that of „adaptation‟. The sender must use words, phrases, ...

PRINCIPLES OF WRITTEN COMMUNICATION

PRINCIPLES OF WRITTEN COMMUNICATION

The core principle of any communication is that of „adaptation‟. The sender must use words, phrases, signs, and signals that the receiver is familiar with. The sender must be very sensitive and good at visualizing the level of the audience. If it is not done, he may
be talking Greek to someone – it is like using a foreign language quite unknown to the receiver.

Following two aspects must be borne in mind:

 Process of adaptation
 Governing rule of adaptation

(1) Process of adaptation
One has to work hard to be able to express one‟s thoughts accurately. It is so difficult that most people seem to be happy in using the first word that flashes in their mind. The process should begin with visualizing the receivers – what they know, feel or think. It often means communicating with readers (who are customers) at levels lower than yours.
Adaptation is easier if one is communicating to a single person or a homogenous group. If addressing a mixed or diverse group, one has to adapt at the lowest level.

(2) Governing rule of adaptation
An overriding rule that should govern the adaptation process is that of simplicity. Choice of simple words and phrases, woven into simple sentences and use of simple rules of grammar can propel a person forward and fast in his learning curve for developing effective writing skills. The „KISS‟ principle is easy to learn and remember; it is a reminder to „keep it simple and short‟.

SHARMA's BLOG: FEATURES OF WRITTEN COMMUNICATION

SHARMA's BLOG: FEATURES OF WRITTEN COMMUNICATION: FEATURES OF WRITTEN COMMUNICATION Written communication is a very critical recipe for success of managers and leaders. Following famous ...

FEATURES OF WRITTEN COMMUNICATION

FEATURES OF WRITTEN COMMUNICATION

Written communication is a very critical recipe for success of managers and leaders. Following famous statement also underpins the importance of writing skills:

“Beneath the rule of men entirely great,
The pen is mightier than the sword!”

Written communication has the following unique features:

(1) Creativity
Written communication is the product of a well thought out process: It is not a spontaneous response as is the case with oral communication. A message written in the form of letters (and even emails) is deliberate and creative.

(2) Delayed response
Since crafting a written communication takes some time, the response to the sender is not as prompt as it is for oral communication.

(3) Limited cycles of exchange
In oral communication whether face-to-face or otherwise, in a short span of time, it can complete several cycles of communication and all doubts get cleared quickly. In written communication, ideally responses should be complete and clear in the first instance but in case, some clarification is needed, one has to make do with one or two cycles of communication only.

(4) Feedback from the receiver
There may be a considerable time lag in receiving the response from the receiver. A fax message (telex of old days), may be answered quickly, possibly within a few hours. If it is a letter, the receiver may take a day before it is read and responded, if at all. Similarly, a written report (including soft copy sent online) may be read in a few days. This time lag is longer. In many cases, it may not happen at all. Lack of feedback/response can arise from lack of concern, forgetfulness or even contempt!

SHARMA's BLOG: WRITING SKILLS

SHARMA's BLOG: WRITING SKILLS: WRITING SKILLS Writing is a skill that can be acquired. Perfecting the art of writing, however, requires a lot of hard work. It is a ski...

WRITING SKILLS

WRITING SKILLS

Writing is a skill that can be acquired. Perfecting the art of writing, however, requires a lot of hard work. It is a skill that can distinguish a person from the group. A successful executive, while sharing the reasons for his quick promotions in the first five years‟ of his career admitted that it was largely because he could write better than others. The verbal edge is the winning edge - a competitive edge over rivals.

There is a famous saying, “reading makes a full man, conference a ready man and writing an exact man”. It must be understood that whatever is written or said is the real self of the persons doing so. A good writer feels from the heart and then writes.

SHARMA's BLOG: Articulatory system

SHARMA's BLOG: Articulatory system: Articulatory system It comprises of the nose, the mouth including the teeth, the tongue, the soft palate, and the lips. The roles of the...

Articulatory system

Articulatory system

It comprises of the nose, the mouth including the teeth, the tongue, the soft palate, and the lips. The roles of the palate, the tongue, and the lips are described below:

(a) The palate

The roof of the mouth can be divided into three parts:
Teeth ridge or the alveolar ridge – It is the part just behind the teeth. It is the hard convex surface behind the upper front teeth.
The hard palate – It is the hard concave surface the follows the teeth ridge
The soft palate or the vellum – The back part of the roof is called the soft palate
The soft palate can be lowered to close the nasal passage.
When nasal passage is closed, sounds are produced with the escape of air stream through the oral passage. These sounds are called oral sounds. Excepting sounds for „m‟, „n‟ and „r‟, all other sounds are „oral sounds‟.

When the nasal passage is opened and simultaneously, the oral passage is closed by closing the lips or part of the tongue making a firm contact with some part of the roof of the mouth, the air stream coming from lungs passes through the nasal passage and makes „nasal sounds‟.
When both oral and nasal passages are open for the air stream from lungs to escape, the sounds thus produced are called „nasalized sounds‟.

SHARMA's BLOG: Organs of speech

SHARMA's BLOG: Organs of speech: Organs of speech These can be divided into three groups as below: (i) Respiratory system It comprises of:  Lungs  Muscles of the ...

Organs of speech

Organs of speech

These can be divided into three groups as below:

(i) Respiratory system

It comprises of:
 Lungs
 Muscles of the chest
 Windpipe

Since people are well aware of these parts, no further details are necessary.

ii) Phonatory system
It comprises of:

(a) Larynx
These are two vocal cords that look like a pair of lips placed horizontally from front to back. It is located on top of the windpipe through which the air stream comes out after it is released by the lungs. They are joined in the front but separated at the back and the opening between the two cords is called „glottis‟.

The vocal cords are held loosely together. When air comes from the lungs, it is under pressure that vibrates the cords producing the sound. The frequency of the vibration is directly related to the number of times these cords open and close. The frequency of vibrations determines the pitch of the voice.

SHARMA's BLOG: Physiology of speech

SHARMA's BLOG: Physiology of speech: Physiology of speech The speech comes from a special mechanism that has the following three parts: (i) Energiser It is the exhaled br...

Physiology of speech

Physiology of speech

The speech comes from a special mechanism that has the following three parts:

(i) Energiser
It is the exhaled breath of the speaker

(ii) Vibrator
It is the vocal cord of the speaker

(iii) Resonator
It is the passages represented by the throat, mouth and/or nose.
The exhaled air stream when it passes through the windpipe to the mouth or nose produces the sound:
 When it passes through the mouth or the oral passage, oral sounds are produced
 When it passes through the nose or the nasal passage, nasal sounds are produced

SHARMA's BLOG: Process of speech

SHARMA's BLOG: Process of speech: Process of speech A speech entails a number of steps as below:  A concept formulated in the brain of the speaker  Nerves from brain ...

Process of speech

Process of speech

A speech entails a number of steps as below:
 A concept formulated in the brain of the speaker
 Nerves from brain transfer „linguistic codification‟ to speech organs
 Speech organs are set in motion that produces disturbances in the air
 Listeners receive these sound waves
 Listeners‟ nervous system carries the message to the brain
 The brain interprets in linguistic terms all that flows as information from the speaker to the listener

SHARMA's BLOG: UNDERSTANDING SPEECH MECHANISM

SHARMA's BLOG: UNDERSTANDING SPEECH MECHANISM: UNDERSTANDING SPEECH MECHANISM In view of the critical importance of voice in speech delivery, it is useful to have a good idea of the p...

UNDERSTANDING SPEECH MECHANISM

UNDERSTANDING SPEECH MECHANISM

In view of the critical importance of voice in speech delivery, it is useful to have a good idea of the physiological aspects of speech. It has also been given a great deal of importance in the study of almost all human languages.

 Phonetics
It is a branch of language that deals with the study of speech, sound, their reproduction, and combination. It deals with how production, transmission, and reception of sounds in a particular human language take place. A spoken language consists of a succession of varying sounds for which several parts of a body are used.

Spoken medium is also known as „oral communication. (Written communication is also known as visual communication). Learning a human language involves the process of learning the reproduction of sounds and patterns used by other human beings as each language has its own system. Usually, there is a relationship between the sounds and letters representing these sounds. Unfortunately, in the English language, this relationship is not as consistent as it is in most Indian languages.

Pitch & texture of the speech

Pitch &  texture of the speech

Pitch of the speech
It is the process of setting up or erecting, throwing, casting, flinging or hurting forward the voice. It is intended to fix a particular point, level or degree of speech delivery. It is the quality of sound that is determined by the frequency of vibrations of the sound waves reaching the listeners‟ ears. As a rule, the greater the frequency of vibrations, the higher is the pitch of speech.
The texture of the speech
Derived from the weaving of the fabrics, it connotes the composition and the structure of the speech. It should be woven like artists do. Speakers or writers are like artists who have at their disposal a set of speech organs and they should weave the magic of their offerings in a systematic and logical manner so that it shows their class.

QUALITY OF VOICE

QUALITY OF VOICE

Everyone should be an honest judge of his voice. Listen to own recorded voice on an audio-cassette. The voice can be corrected by practicing – reading aloud from books, magazines, and newspapers. Reciting poems loudly also helps.

Correcting ones‟ voice and regular practice in speaking helps and is very rewarding.
Quality of voice can be judged from the following three aspects:

1. Tone
 Pitch
 Texture

These are described below:
(1) Tone of speech
„Tones of the human voice are mightier than the strings of brass in moving the soul‟. We also know that army commanders‟ tone can catapult soldiers into action at the quick. Tones of voice convey a vast range of emotions – from anger to happiness, from sorrow to command, etc.

A mother `s tone soothes her baby. Film stars are trained to modulate the tone of their voice to suit the demands of the scene they are enacting. They spend many long hours in the dubbing studios to record the correct „tone‟ of their voice.

In the speech, it is the vocal sound and covers the choice of words, phrases, etc. It stands for intonation of their voice that expresses a particular meaning or feeling of the speaker/writer. It represents a certain attitude on the part of the speaker/writer.

Tone stands for elegance – a distinctive style. It is the rising, falling and other infections by words that are otherwise pronounced in the same manner that differentiate a speaker. It is that sound which is distinct and identifiable even when it is in harmonic relations with other sounds. It means the sound produced by the vibrations of the vocal cords that has syllabic stress imparts the desired tone that tunes in with the listeners.