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Slide 1
By Zoe Daniels Olynsie Moris
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Outline Principles of Oral & Written Communication Report
writing techniques
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Oral communication Why oral Communication ? It is : time saving
Economical Easy to understand Fast feedback
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Communication Model
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Oral communication Oral communication is based on gestures,
body language, posture and listening at presentations, sermons etc.
It is needed when there is direct interaction, face to face, and it
helps to build trust.
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There is high level of understanding as it is most times
interpersonal. There is flexibility for allowing changes in the
previous decisions that were made. Oral communication has a
spontaneous feedback and the decisions made can be quick without
any delay.
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It is divided into Face to face communication Telephonic
communication
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Oral communication includes Speeches Video conferencing Social
gathering Interviews Debates Lectures Group discussion
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Principles Start off well Self confidence Look at audience
Involve audience Dont memorize Body language Good vocal quality
Pronunciation
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Advantages & Disadvantages Advantages Disadvantages Time
saving Saves money and efforts Best used to transfer private and
confidential information. Not easy to maintain There can be
misunderstandings Not frequently used as legal records Less
authentic Not as organized as written communication
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Advantages Disadvantages Best in the case of problem
resolution, conflict and disputes; can be resolved by talking
Promotes receptive and encouraging morale among organizational
employees. May not be as sufficient as business communication as it
is organizes and formal At meetings and presentations, speech
consumes a lot of time.
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Written communication Communication by means of written symbols
either printed or handwritten. Written communication is the most
common form of business communication. It is essential for small
business owners and managers to develop effective written
communication skills and to encourage the same in all
employees.
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Objectives Future reference Record of evidence Effective
decision making Legal requirements Precedents Measurement of
progress
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Types of Written Communication Formal Informal Pamphlets
Manuals Business letters Official letters Leaflets Auditors
questionnaire Personal letters Personal essays
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We must Keep it short attract attention Avoid negative writing
Use key words Place emphasis Ensure its readable Avoid jargans Show
sequence Read before sending
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Written communication includes Words Diagrams Reports Graphs
Charts Letters Memo Bulletins
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Advantages & Disadvantages Advantages disadvantages Work
related No distortion Record of evidence No rumors or gossip Time
saving Suitable foe lengthy matters Documentary work Lack of
personal touch No feedback Bureaucratic No interaction One way
channel Slow movement Ignores subordinates
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Report writing techniques What is a report ? A Report may be
defined as a document in which a given problem is examined for the
purpose of conveying information, reporting findings, putting
forward ideas and, sometimes, making recommendations.
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Report writing Report writing is a specialised form of written
communication.
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Principles of Report Writing The language should be simple,
clear and unambiguous. Short sentences should be used. No technical
terms or business phrase should be used which are not likely to be
understood by the person (s) for whom the report is intended.
Reports written by an individual should be written in the first
person (I), but reports submitted by a committee or subcommittee
must be written in an impersonal manner, i.e., in the third person,
and in past tense.
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Principles contd The report should preferably be written in the
narrative form setting out the facts, findings and recommendations
in such a logical way that they present a coherent picture. The
data presented in support of the recommendations should be
accurate, reliable and complete. The conclusions and
recommendations should be based on factual data (not impressions)
and unbiased so that they can be depended upon by the recipient (s)
for deciding on a course of action
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We must ensure Accuracy Brevity Clarity
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Structure of Report Writing Title Introduction Body Conclusion
Recommendation References
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Title Name of the story, report, what we are talking about
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Introduction the act of introducing or fact of being introduced
the reader will have an idea of what he/she is going to be
reading
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Body Your report should be in one tense All your facts and
ideas should be included in these paragraphs Here can be about two
to three paragraphs in this section
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Conclusion Restate your important points Gives a summary of the
entire report
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Recommendation The act of recommending An endorsement
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References the use of a source of information in order to
ascertain something in which you are researching Where you got your
sources or information from.
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Stages Pre writing ; deciding on what you are about to write
Planning ; build structure of report Drafting ; after this read
over to include new ideas Revise ; make changes if necessary
Finalizing ; check for grammatical errors or spelling
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References www.thefreedictionary.com/introduction
https://student.unsw.edu.au/report-writing-support Oxford pocket
school dictionary English Language for CXC students 3 rd
edition