Effective Written Communication

From the first cry of the baby until the last breath of the person,
communication is as essential as breathing. The written communication is
often marred by obscurity, partial understanding, misconceptions,
misunderstandings and confusion. Thus, while interacting with others,
several aspects of effective written communication should be kept in
mind.

Some of The Basic Effective Written Communication Strategies Are

Discussed Below
Clear
The purpose of the message should be clearly stated in the written
communication. The language should be kept simple. Also, convoluted
and long sentences are not preferred and recommended. Separate bulleted
paragraphs and points make grasping of the message easier for the reader.
Concise
Brevity is the essence of effective written communication skills. Always
avoid using long, highly elaborative details, irrelevant words or
adjectives. Repetitions should also be avoided.
Concrete
Abstract ideas and thoughts always lead to misinterpretation. So always
ensure that your written communication is based on facts and figures and
has sufficient detail to support your message and has a focus on the main
message.
Coherent
Coherence in written communication implies a logical bridge between
paragraphs, sentences and words. The key to coherent and effective
written communication is easy to understand, sequentially organized and
logically presented data and information. Every aspect of the content
should be relevant, interconnected and should have a flow of information.
Complete
A complete written communication implies delivering all the data, facts
and information as required based on the recipient’s attitude and intellect.
It aims at building a company’s reputation and decision making.
Courteous
A major aspect of effective written communication is that it should be
honest, open, respectful, considerate and polite. Ensure that the message
or words used are not offensive and do not have any hidden negative
tone.
Focus and Attention
There can be many distractions while having communication. Due to
these distractions, one may miss important points or cues in written
communication. So, It is imperative to keep the focus and attention for
effective communication.
Speeches

A speech refers to an informal or formal talk given to an audience. Giving

a speech allows you to address a group of people to express your thoughts
and oftentimes, your opinion. You can find speeches in many different
environments and with many different purposes. For example, while you
can give a quick speech before introducing someone, you can also give a
speech to persuade others to see your point of view.

Types of Special Occasion Speeches

1) Speeches of Introduction
2) Speeches of Presentation
3) Speeches of Acceptance
4) Speeches of Dedication
5) Speeches of Farewell
A farewell speech refers to a speech where you say your goodbyes to a
group of people. For example, you can give a farewell speech to your
colleagues when you leave your job, or give a farewell speech to your
loved ones if you're moving far away or traveling abroad. Since farewell
speeches often have a sad tone, they often generate strong emotions in
both the speaker and the audience.

6) Speeches for Commencements

7) After-Dinner Speeches
8) Motivational Speeches
Motivational speeches aim to inspire an audience and give attendees the
confidence to do something better or improve themselves. They
essentially serve to lift the audience's spirits and improve their self-
esteem. Motivational speeches help move a person or audience toward
achieving a particular goal. While employers or managers give this type
of speech to motivate their employees to perform better in the workplace,
coaches give this type of speech to inspire their team to perform better on
the field or court.

9) Persuasive Speeches
A persuasive speech works to convince people to change in some way:
they think, the way they do something, or to start doing something that
they are not currently doing. Some examples of persuasive speeches: o
Become an organ donor o Improve your health through better eating o
Television violence is negatively influencing our children o Become a
volunteer and change the world

Summary
As stated at the beginning of this section, you will almost certainly be
limited by your professor with regards to which of these types of
speeches you can give for your special occasion speech in class, but it is
not unrealistic to think that you will be called upon at various points in
your life to give one or more of these speeches. Knowing the types and
basic structures will help when those moments arise.

The concept of information.

Information is a collection of data that has been processed, organized, or
structured in a meaningful way to convey knowledge, ideas, or
instructions. It can be communicated through various mediums, such as
text, images, audio, or video, and can be accessed and shared through
multiple channels, such as books, websites, and social media.
Information can be defined as data that has been organized, processed, or
structured in a meaningful way to provide context, relevance, and value
to a user. It can take many forms, such as text, images, audio, or video,
and can be communicated through various means, such as books,
websites, social media, or conversation. Information is essential for
decision-making, learning, and communication, and it plays a critical role
in shaping our understanding of the world around us.
Definitions of Information:
“Information is an assemblage of data in a comprehensible form capable
of communication. This may range from content in any format – written
or printed on paper, stored in electronic databases, collected on the
Internet, etc. -to the personal knowledge of the staff of an organization.”
– Prytherch, R. (2016).

Types of information
Information has its varieties. David B. Hertz and Albert B. Rubenstein
(2014) have identified six types of information [Fulbright, R., & McGaha,
S. (n.d.)]. These are as follows:

 Conceptual information.
 Empirical information.
 Procedural information.
 Stimulatory information.
 Stimulatory information.
 Policy information.
 Directive information.

1. Conceptual information: Conceptual information refers to

information that relates to abstract or theoretical ideas, concepts, or
principles. It is often used in academic or philosophical contexts to
discuss broader ideas or concepts unrelated to specific examples or
instances. Examples of conceptual information may include theories of
psychology, philosophical concepts such as justice or morality, or
mathematical concepts such as calculus or probability theory. Conceptual
information is often used to build a framework or foundation for
understanding more specific or concrete information.

2. Empirical Information: Empirical information is derived from

observation, experimentation, or direct experience. It is based on data that
can be measured or verified through objective and systematic methods.
Empirical information is often used in scientific research, collected
through experiments, surveys, or other forms of data collection. Examples
of empirical information may include the results of a clinical trial, data on
the effects of climate change, or observations of animal behavior.
Empirical information is valued because it is based on objective evidence
and can be replicated and verified by others.
3. Procedural Information: Procedural information refers to information
that provides instructions, directions, or steps on how to perform a task or
complete a process. It is often presented as a manual, guide, or standard
operating procedure (SOP). Procedural information is commonly used in
manufacturing, healthcare, and transportation industries, where precise
and consistent procedures are critical to ensuring safety, quality, and
efficiency. Examples of procedural information may include instructions
on operating a piece of machinery, guidelines for administering
medication, or a step-by-step guide for performing a medical procedure.
4. Stimulatory Information: Stimulatory information refers to information
intended to provoke or stimulate a reaction or response from the
audience. This type of information is often used in advertising,
marketing, or public relations campaigns, where the goal is to capture the
audience’s attention and encourage them to take action. Stimulatory
information may be designed to evoke a particular emotion, such as
excitement, fear, or curiosity, or it may be intended to challenge or
inspire the audience to think differently. Examples of stimulatory
information may include provocative advertisements, political campaigns
that use emotionally charged slogans, or motivational speeches that
inspire people to take action.
5. Policy Information: Policy information refers to information that pertains
to government policies, laws, regulations, and guidelines that affect
individuals, organizations, and society as a whole. It includes information
about policy objectives, processes, outcomes, policy implementation, and
evaluation data. Policy information is often used to inform decision-
making and monitor policies’ effectiveness over time. Examples of policy
information may include reports on the impact of environmental
regulations, data on the effectiveness of public health interventions, or
analyses of the economic effects of tax policies. Policy information is
essential for ensuring transparency and accountability in government
decision-making and facilitating public participation and input into policy
development processes.
6. Descriptive information: Descriptive information refers to information that
describes a particular object, person, event, or situation in detail. It may
include appearance, size, shape, color, texture, or behavior. Descriptive
information is often used to create a mental image or picture of something
or to provide a complete understanding of a particular topic or concept.
Examples of descriptive information may include product descriptions in
e-commerce, eyewitness accounts of a crime or accident, or detailed
reports of historical events or cultural phenomena. Descriptive
information facilitates communication and understanding between
individuals and groups and provides context and background information
in various fields such as literature, art, and science.
Benefits of Information.
Information has numerous benefits, including:

1) Knowledge: Information helps us learn about different topics,

subjects, and domains. With the help of information, we can learn
new things, expand our understanding, and acquire expertise in
various areas.

2) Decision-making: Information is critical for making informed

decisions. It helps us evaluate options, assess risks and benefits, and
select the best action.

3) Innovation: Information is a key driver of innovation. It inspires new

ideas, enables us to identify new opportunities, and facilitates the
development of new products, services, and technologies.

4) Collaboration: Information facilitates collaboration and cooperation

among individuals and groups. It helps us share ideas, coordinate our
efforts, and work together to achieve common goals.

5) Empowerment: Information empowers individuals by giving them

access to knowledge, resources, and opportunities. It enables us to
take control of our lives, make informed choices, and pursue our
goals and aspirations.

6) Economic Growth: Information is a critical factor in economic growth

and development. It helps us identify market opportunities, optimize
production processes, and create new products and services that meet
the needs of consumers.

7) Personal Development: Information contributes to personal

development by providing new perspectives, insights, and ideas. It
helps us develop critical thinking skills, broaden our worldview, and
enhance our creativity and problem-solving abilities.