Module 4

Excellent Writing and

Presentation Skills
Writing an effective report

• REPORT
• A report is a logical representation of facts and
information.
• The information is needed for reviewing and
evaluating progress, for planning future course of
action and for taking decisions.
• Reports provide feedback to the managers on
various aspects of the Organization.
TYPES OF REPORTS

Routine Reports Special Reports

1. Progress Report 1. F.I.R

2. Inspection Report 2. Investigation Report

3. Performance appraisal Report 3. Feasibility or Survey Report

4. Periodical Report 4. Project Report

 STAGES OF WRITING
• The process starts with the pre – writing phase followed
by the writing phase and the process ends with the
revising phase.
• Phase 1 - Pre – writing phase: It includes:
1. Analyse;
• Define your purpose
• Select the most appropriate channel
• Visualize the audience
2. Anticipate: Put yourself in the reader’s position and
predict his/her reactions to the message.
3. Adapt: Frame the message to benefit the reader
2. Phase 2 – Preparing the first draft/Writing phase: It
includes:
• Research: Collect the data formally and informally.
• Organize: Group ideas into a list or outline; choose a
strategy.
• Compose: Write a first draft; consider using a word
processor.

3. Phase 3 – Rewriting/revising phase: It includes:

• Revise: For clarity, tone, conciseness and vigour improves
readability.
• Editing: For determining credibility and correction.
• Proofread: For spelling, grammar, punctuation and format;
checks overall appearance.
• Reconstructing final draft: For preparing final draft or
outcome.
• Evaluate: For determining whether the final draft achieves
its purpose.
 STYLE OF WRITING
• Style may be defined as a way of selecting and putting
words together for a range of purposes and audiences.
• It refers to the way of writing or speaking.
• Style and tone are closely linked.

Types of style
1. Active
2. Passive
3. Personal
4. Impersonal
5. Colourful style
6. Colourless style
TONE OF WRITING

• Tone of writing is defined as the sender’s attitude

towards the receiver and the message being
communicated.
• Tone in spoken message is conveyed by voice,
facial expressions, the way you stand and the
words used but tone in written message is
conveyed by the words and the ways in which
they combine.
• The tone of speech should be friendly or neutral,
rather than aggressive.
• The tone of a report should be neutral.
• The tone of a business letter should be friendly or
neutral.
Five Ws and one H of Report writing

1. Who: Who was involved

2. What: What happened (what’s the story)?
3. When: “When did it take place?”
4. Where: Where did it take place?
5. Why: Why did it happen?
6. How: How did it happen?
DIVISIONS OF REPORT
• The physical structure of the report depends on the
audience and the nature of the problem that the report
addresses.

• The various sections of the report include:

1. Cover
2. Title page
3. Table of contents
4. Executive summary or Abstract
5. Introduction
6. Body of the report
7. Conclusion
8. Recommendations
9. Appendix or Annexure
10. Glossary
NUMBERING AND THE USE OF VISUAL AIDS

• Numbering provides order and sequence to

information in the documents as well as maintain
subject continuity.
• Visual aids are an essential part of the business
report.
• Visual aids are used to interpret market data, financial
information, sales figures or any other aspect of
company’s goals.
• Carefully presented visual aids can make the report
more interesting and understandable. It also improves
the professional quality and readability of business
documents.
• It enables to understand the complex data and the
interrelationship among the data in an easier manner.
 CREATIVITY IN WRITTEN COMMUNICATION
• Purpose of business writing is to achieve the
understanding and the feedback needed in the quickest
and most economical way.
• The following points can be adopted in creative writing:
1. Place the reader first.
2. Keep to the point
3. Appropriate tone
- Writing with the “You Attitude”.
- Using positive phrasing
4. Write a strong opening
5. Write a strong close
6. Revising
7. Use of visual aids
USE OF PICTURE AND DIAGRAM IN WRITTEN
COMMUNICATION
• Statistical data can be applied through tables,
graphs, charts, maps, diagrams or photographs in
written communication.
• Various types of pictures and diagrams are as
follows:
- Tables
- Graphs
- Charts
- Pictures
- Diagrams
- Maps
MAINTAINING A DIARY

• Maintaining a business diary utilises time and completes

tasks and appointments in a very effective and efficient way.
• Diaries can be maintained in either of the 2 ways:
1. Manually
2. Electronically
• Manually a dairy is maintained for the purpose of keeping
day to day record happenings and plan. It helps the
managers to schedule their meetings and planning for the
next project.
• The electronically maintained dairy that is usually
maintained by professionals is on the outlook calendar on
their work computer.
 Job Applications and Resume writing
• The resume (also called bio-data or CV) and the cover
letter, which goes with it together make up the Job
application.
• The resume provides the credibility needed to support
the claims by giving details of education
(qualifications), experience, personal details and
references.
• The cover letter makes certain claims about the
applicant’s abilities, traits, beliefs and offers to add
value to the prospective employer’s organization.
• A Job application is an offer of service; it must show
the prospective employer that your services are worth
employing. And also your qualifications enable you to
add value to the prospective employer’s Organization.
Preparing RESUME

• Resume is organized under headings.

1. Job objective
2. Education
3. Experience
4. Personal data
5. References
Email Messages

• Email is one of the most used features of the internet,

which helps communication to be fast, reliable and
accurate.
• The message is typed on a computer screen and it is
conveyed through electric impulses.

•E – mail Etiquette
1. Respond to email messages in a timely manner.
2. Avoid inappropriate and possibly offensive language.
3. Avoid firing angry messages back to the sender.
4. Avoid adding too many attachments to your
message.
5. Avoid the use of emotional symbols.
6. Always include a subject line in your message.
Presentation SKILLS

• Presentation skills are the abilities and qualities

necessary for creating and delivering a compelling
presentation that effectively communicates
information and ideas.
• They encompass what the speaker wishes to say,
how to structure it, and the materials that include
to support the presentation such as slides, videos,
or images.
 Steps in Preparing a Presentation
• Planning Your Presentation
• Step 1: Analyze your audience.
• Step 2: Select a topic.
• Step 3: Define the objective of the presentation.
• Preparing the Content of Your Presentation
• Step 4: Prepare the body of the presentation.
• Step 5: Prepare the introduction and conclusion.
TYPES OF PRESENTATION

The four types of presentation are:

• Informative,
• Instructional,
• Arousing, and
• Persuasive.
5 Keys to a Pitch Perfect Presentation
• Know the audience. ...
• Know the material. ...
• Make it a conversation. ...
• Adjust course as necessary. ...
• Be empathetic.
IMPORTANCE OF PRESENTATION

• In personal or professional settings; mastering

Presentation Skills empowers individuals to
convey their ideas with clarity, build confidence,
and leave a lasting impression.
• From public speaking to conveying business
ideas, effective presentation skills can lead to
greater success in diverse spheres of life.
10 qualities of a good presentation
• Clear structure of the content…
• Engaging opening. ...
• Relevant content. ...
• Effective visual aids. ...
• Clear and concise communication. ...
• Engaging delivery. ...
• Interaction and audience engagement. ...
• Effective storytelling….
• Well - timed pacing
• Strong Conclusion
Conflict resolution

Resolution of Conflict can be done by the following

ways:
Negotiation, Mediation and Arbitration, often called
ADR or alternative dispute resolution, are the most
well known.
Conflict negotiation

• Conflict negotiation is the process of resolving a

dispute or a conflict permanently, by providing for
each sides' needs, and adequately addressing
their interests so that they are satisfied with the
outcome.
Mediation

• Mediation is the process whereby an acceptable

third party who has limited or no authoritative
decision-making power assists the principle
parties in a conflict to resolve their dispute
through promoting conciliation and facilitating
negotiations.
ARBITRATION

• Arbitration is a procedure in which a dispute is

submitted, by agreement of the parties, to one or
more arbitrators who make a binding decision on
the dispute.
• In choosing arbitration, the parties opt for a
private dispute resolution procedure instead of
going to court.