Soft Skills

Unit -3(Reading & Writing Skills)

Reading- Reading is the process of analyzing, understanding and interpreting the text.

Types of reading-The types of reading are given below-

1. Skimming-Skimming is the process of reading quickly into get a general idea of the
text.
2. Scanning-When a text is read for some specific piece of information the process
involved in reading is known as scanning.
3. Churning-Churning means getting to the gist of the text. It is a combination of
interpretation and inference.
4. Assimilation -It means taking into account all the aspects of the text and then
interpreting it.

SCANNING

Scanning is the act of searching a particular information in a text with a particular

approach. For instance, if you want to know the meaning of the word ‘virtuous’ from a
dictionary, you will start searching the letter V first, then I, and then R; by then you
probably will have found the word.This process of searching is called scanning. It is a
technique of fastreading.

PURPOSES OF SCANNING

To search for a word in a dictionary or index

To find a phone number or an address in a directory To check the time schedule of a

program in an agenda To check the price of a specific item in a catalog

To know a particular information from a text

SCANNING: STEPS TO FOLLOW

Before starting to scan a text for a particular information, you know some basic things
about that text. You will not be able to scan a text efficiently if you do not have a basic idea
about that text. If the text is completely unknown to you, you should skim it first to get
some ideas about that text. This will help you to guessthe section or part of the text where
you might find the information youneed.

Notice how the information is arranged. It can be arranged either alphabetically or

numerically. However, some texts are not arranged at all. In that case, you have to guess a
section and scan it through to get your information.

Scanning a random unknown page of a text is difficult. It may take more time than the
usual. However, it won’t take too much time if you move your eyes vertically and diagonally
keeping in mind the exact letters or numbers you are looking for.

SKIMMING

Skimming is the other technique of fast reading. Skimming is the act of glancing through a
text for gathering a basic idea about that text. For instance, if you want to
readaninterestingarticleonthenewspaperandyoudonothaveenoughtimetoread more than
one article, you will skim through most of the article to decide exactly which article you
want to read. Skimming will also save a great amount of your valuable time if you know
how to skim a textefficiently.

PURPOSES OF SKIMMING

To see what is in the news on a website or on a paper

To look through a text to decide whether you want to read it or not

To look through the television guide/program schedule to plan your evening To see through
a catalog to choose an offer

To go through the options after searching something on Google

SKIMMING: STEPS TO FOLLOW

Readthetitlefirst.Generally,titleswillgiveyouthemostimportantideaofthetext. If the title does

not interest you, you will probably skip it atonce.
Then read the sub-headings (if any) of the text. It will give a basic idea about the text and
what’s in it. If there is no sub-heading, read the first line or first few lines of the text. It will
give you the gist of the text.

If you want to skim it further, you may read the first lines of all the paragraphs and focus
on the emphasized(bolded&italicized)words in them to get more ideas about the text.

Churning:-

This process is slower in reading style that involves grasping of concepts. It means
“chewing the cud”(churning out butter from milk) i.e. contemplating or analyzing/
extracting meanings from the words or sentences in order to follow the process
ofinterpretation.

After you skim and scan the text quickly to get the core idea and a general gist’sof the
content. In order words you must have a slow reading of the text once or twice so as to
understand its primary and secondary ideas indetail.

The process involves:-

1. Reading between the lines

To understand the hidden meanings and intention behind the explicitly stated
words.Thismeanstounderstandtheimpliedmeaningorwhatisbeingunsaid by ‘connecting
thedots’.

Suppose, one of your friends says, ‘i am eagerly looking for your birthday party’. But when
you say ‘I am afraid it may be cancelled for some reasons’ he/she doesn't appear to be
concerned. In such situations you can understand that your friend is not interested in your
birthday party.

1. Inferring meanings- lexical andcontextual-

This refers to enhancing your vocabulary can boost your reading speed and
comprehension. Good vocabulary enables you to detect subtle differences in sentence
meaning that may hold the key to the meaning of an entire paragraph orpassage.
We can categorize the word knowledge into four categories:-

1. I never saw itbefore.

2. I have heard of it but don't know what itmeans.
3. I recognize it in context- it has something to dowith…
4. I knowit.

Readingrequiresyoutomakeinferencesthatdependonthepriorknowledge- lexical word and

contextual meanings. This is the first step towards understanding a written message, one
needs to perceive words and phrases used to recognize their definitions to follow what
youread.

The words in isolation convey one meaning but words integrated (linked) groups convey
another i.e. Special meanings.

Therefore it is necessary:-

To have domain knowledge to give meanings to otherwise confusing sentences.(know

individual meanings of words). Example: - gigantic and luminous; the earliest star
formed like a pearl inside a shell of swirlinggas.
Don't stop reading when you are not able to recall the wordmeanings.
Get a clue of the meaning of a word from thetext.
Meaning of an unknown word through its extended definition or stated qualities.
If you know antonyms you can guess themeaning.

1. Understanding the discourse ofcoherence-

It refers to logical development of ideas through a piece of writing on a particular subject. It

uses a variety of expressions like;but, yet, so, as, since,
while,whereas,nonetheless,despite,consequently,either,indeed,eventually, hence, in conclusion.
These words are used to join the ideas to one another and are called ‘connectors’ or ‘signal
words’, it shows the connection between what has been written and what is going to be written.
To achieve discourse of coherence- avoid short sentences, maintain logical organization of
sentences, and transition up to youruse.
Assimilation

It refers to taking in or comprehending the text so youcan answer the questions based
on the text. It is the end process after skimming, scanning and churning.

It includes:-

Structure of the text- most text starts with title and sometimes subtitle, after that
comes the introduction and the body followed by conclusion and summary. An
important aspect of reading is prediction. The better you can predict what you are
going to read, the faster and more effectively you will read. The prediction process
begins with the title as we take aguess

about the text when paragraphs are linked in a way to put subject matter prediction in the
right way.

Structure of a paragraph- A typical paragraph consists of three parts: - topic (heart of

the paragraph, the topic sentences contains the new aspects of the subject of the text;
the second part consists of sentences which develops
supportforthetopicsentence.Itmaycontainarguments,explanations,details, examples,
and other supporting evidence. The third part of the paragraph is often summary or
linking sentences to the nextparagraph.
Punctuation- it is partly based on grammar. Commas are used to separate clauses. If
you understand the meaning and usage of punctuation marks, it will be easier to
understand the grammatical structures. Punctuation
alsoreferstohowtheauthorwantsyoutointerpretthetext;brackets(addition tosentence).
Author’sviewpoint-theauthorshowshis/heropinioneitherbyaddingcertain phrases or by
adding value to a word; shows expressions of surprise, shock, regret, happinessetc.
Summarize- it is advisable to make notes of essential information in the text, the result
is a short outline of the text containing all its important aspects.The following steps
should follow to write a summary:- familiarize yourself with material, select important
information, paraphrase information, insert link between sentences and
paragraphs(using connectors), adjust length.

EFFECTIVE WRITING
Effective writing refers to writing that is clear, concise, persuasive, and achieves its intended
purpose. Effective writing is important in many different contexts, including business,
academia, and personal communication.

Effective writing involves a range of tools and techniques that can help writers to
communicatetheirideasclearlyandeffectively.Thesetoolsandtechniquesinclude:

1. Clarity: Effective writing should be clear and easy to understand. This involves
using simple language, avoiding jargon, and organizing information
inalogicalmanner.Clearwritinghelpsreaderstounderstandtheinformation
beingpresentedandreducesthelikelihoodofconfusionormisunderstanding.
2. Conciseness: Effective writing should be concise and to the point. This involves
using as few words as possible to communicate the necessary information. Concise
writing helps readers to focus on the most important information and reduces the
risk of losing theirattention.
3. Audience awareness: Effective writing is tailored to the audience for which it is
intended. This involves considering the reader's level of knowledge and
familiaritywiththetopic,aswellastheirexpectationsandneeds.Writingthat is well-suited
to the audience is more likely to be well-received and achieve its intendedpurpose.
4. Grammarandsyntax:Effectivewritingshouldbefreeofgrammaticalerrors and adhere to
standard rules of syntax. This involves using correct
punctuation,spelling,andgrammar,andstructuringsentencesinawaythatis easy to
read. Proper grammar and syntax help to ensure that the writing is clear and easy
tounderstand.
5. Tone: Effective writing should have an appropriate tone, based on the
intendedaudienceandpurposeofthewriting.Thisinvolvesusinglanguage and phrasing
that is appropriate for the context, and avoiding language that is overly formal or
informal. Tone can help to establish a connection with the reader and can help to
convey the intendedmessage.
6. Organization: Effective writing should be well-organized, with a clear structure and
logical flow. This involves using headings and subheadings to break up the text, and
organizing information in a way that is easy to follow. Good organization helps
readers to navigate the text and understand the information beingpresented.
7. Persuasion: Effective writing often involves persuading the reader to accept a
particular point of view or take a particular action. This involves using evidence
and logical arguments to support a particular position or idea. Persuasive writing
can help to motivate readers and encouragethem.
IMPORTANCE OF EFFECTIVE WRITING

Effective writing is important for a variety of reasons, including:

1. Communication: Effective writing is the key to clear communication. Whether you are
writing a report, an email, or a blog post, being able to communicate your ideas clearly
and concisely is essential. Effective writing ensures that your message is understood
and that there is no confusion or misunderstanding.
2. Professionalism:Effectivewritingisakeyaspectofprofessionalisminmany industries.
Employers and clients expect clear and concise communication from their employees
or service providers. Effective writing can help to establish your credibility
andprofessionalism.
3. Efficiency: Effective writing can help to save time and increase efficiency. When you are
able to communicate your ideas clearly and concisely, you are less likely to need to
spend additional time clarifying or revising your message. This can help you to be more
productive and get more done in less time.
4. Credibility: Effective writing can help to establish your credibility as an
expertinyourfield.Whenyouareabletocommunicateyourideasclearlyand persuasively, you
are more likely to be seen as knowledgeable and authoritative.
5. Persuasion: Effective writing can be used to persuade and influence others. Whether
you are trying to convince someone to buy a product or service,
supportaparticularcause,ortakeaspecificaction,beingabletocommunicate your ideas
persuasively isessential.
6. Personalgrowth:Effectivewritingcanalsobeatoolforpersonalgrowthand
development.Writingcanhelpyoutoclarifyyourthoughtsandideas,andcan help you to
better understand your own beliefs andvalues.

Overall, effective writing is a critical skill that can benefit you both professionally and
personally. By improving your writing skills, you can communicate more effectively,
increase your credibility, and achieve your goals more easily.
7CS OF EFFECTIVE WRITING

The7Csofeffectivewritingareasetofguidelinesthathelpwriterstocommunicate their ideas

clearly and effectively. Here are the 7Cs:

1. Clear:Effectivewritingshouldbeclearandeasytounderstand.Thisinvolves using simple

language, avoiding jargon, and organizing information in a logical manner.
2. Concise: Effective writing should be concise and to the point. This involves using as few
words as possible to communicate the necessaryinformation.
3. Correct: Effective writing should be free of errors in grammar, spelling, and
punctuation. Writers should take care to proofread their work and ensure that it
iserror-free.
4. Complete: Effective writing should provide all of the necessary information
tothereader.Thisinvolvesensuringthatthewritinganswersallofthereader's questions and
provides all of the necessarycontext.
5. Concrete: Effective writing should be concrete and specific. This involves using
concrete examples and avoiding vague or abstractlanguage.
6. Coherent: Effective writing should be coherent and well-organized. This
involvesusingtransitionstoconnectideasandensuringthatthewritingflows logically from
one idea to thenext.
7. Courteous: Effective writing should be courteous and respectful. This involves avoiding
offensive or inflammatory language and being mindful of the reader's needs
andexpectations.

Byfollowingthese7Cs,writerscancommunicatetheirideasclearlyandeffectively, while also

demonstrating respect for their readers and their readers'needs.

Effective writing requires careful consideration of the tools and methods used to convey
information.

Various methods are as follows:

Inductive: This method involves starting with specific examples or evidence and drawing a
general conclusion from them. The writer presents evidence to support a claim or
argument, and then draws a conclusion based on that evidence. Inductive
reasoningisoftenusedinpersuasivewriting,wheretheauthoristryingtoconvince the reader to
accept a particular point ofview.
Deductive: This method involves starting with a general statement or theory and then
presenting evidence to support it. The writer presents a theory or hypothesis,
andthenpresentsevidencetosupportorrefuteit.Deductivereasoningisoftenused in scientific
writing, where the author is trying to prove or disprove ahypothesis.

Exposition: This method involves presenting information in a clear and concise manner,
using examples and explanations to help the reader understand complex ideas. The writer
presents information in a logical and structured way, explaining concepts or theories in a
way that is easy to understand. Exposition is often used in academic writing, where the
writer needs to explain a concept or theory indetail.

Linear: This method involves presenting information in a chronological or sequential order,

where each piece of information builds on the one before it. The writer presents
information in a linear manner, with each point leading logically to the next. Linear writing
is often used in narrative writing, where the writer tells a story or recounts a series of
events.

Interrupted: This method involves presenting information in a non-linear or fragmented

manner, where the reader must piece together the information to form a complete
understanding. The writer presents information in a way that is intentionally confusing or
disorienting, forcing the reader to actively engage with the text. Interrupted writing is often
used in experimental or avant-garde writing, where the writer wants to challenge the
reader's expectations.

Spatial: This method involves presenting information in a spatial or visual manner, where
the reader must use images or diagrams to understand the information. The writer presents
information in a way that is easy to visualize or understand, using images or diagrams to
explain complex concepts. Spatial writing is often used in technical writing, where the
writer needs to explain complex systems or structures.

Chronological: This method involves presenting information in the order in which it

occurred. The writer presents events in a specific order, showing cause and effect or
explaining how one event led to another. Chronological writing is often used in
historicalwriting,wherethewriterneedstopresenteventsinaspecificordertoshow how they
unfolded overtime.

Overall,thetoolsandmethodsusedinwritingshouldbechosenbasedonthepurpose and
audience of the writing. By using the right tools and methods, writers can effectively
convey their ideas and communicate with their audience in a clear and effectivemanner.

BUSINESS CORRESPONDENCE AND OFFICIAL CORRESPONDENCE

BUSINESS CORRESPONDENCE

Businesscorrespondenceimpliesthetradingofdatainacomposedarrangementfor the smooth

running of business operations. Business correspondence can occur
betweenassociations,insideassociations,orbetweentheclientsandtheassociation. The
correspondence alludes to the composed correspondence between people. Consequently,
oral correspondence or face to face correspondence isn’t business correspondence. Written
forms of communications are said to be correspondence. Individuals identified with a
business communicate through business correspondence. One can question in cases of any
uncertainty orvulnerability

throughbusinesscorrespondence.Amoneymanagermaintainsarecordofpersonal and business

financial operations, generates expenditure reports, overviews the daily, weekly, and
monthly financial data for a business organization. A correspondence between two
associations or inside an association goes under this
classification.Alettertoaprovider,complaintletters,lettersofrequest,employment form letters
are a portion of itsmodels.

Significance of Business Correspondence

Business correspondence has quantities of significance. Its most significant component is

the simplicity of approaching and speaking at various gatherings. It isn’t generally
conceivable to meet people face to face. A business correspondence aims to meet some
hierarchical objectives. One can accomplish the desired goals through it. Let us concentrate
on some of them for an in-depth understanding.

Maintaining a Proper Relationship: It isn’t generally workable for any business or

association to reach any individual specifically and at this point the business
correspondence will be a failure for any business. It helps in keeping up the correct
connections between the gatherings. Business correspondence reinforces the
businessandalsohelpsininnercorrespondence.Itmakescorrespondencewithinthe association
more apparent andsimple.
Serves as Evidence: Any composed type of correspondence fills in as proof. A business
correspondence helps the individual in a business to track the real factors. These can serve
as proofs for usage later in the long run.

Create and Maintain Goodwill: It helps in making and keeping up altruism between a
business and a client. Any letter to enquire, protest, proposal or criticisms causes an
organization to develop and look after generosity.

InexpensiveandConvenient:Itinvolveslowcostandisadvantageousforalltypes of businesses. It
is the most convenient way to maintain formal relationships within and outside
theorganization.

Formal Communication: A business correspondence serves as a proper correspondence

between two people, whether a dealer or a purchaser. It can also be between a worker and
the business. The language used is formal and consistent. It helps in eliminating the
vagueness and the questions of theindividual engaged with the business. An adequately
informed correspondence should be followed in all the business correspondences.

Helps in the Expansion of Business: A business correspondence encourages a

businesstoaccomplishthesetobjectives.Itadditionallyguaranteestheextensionof
abusiness.Abusinesscanprogresswhentheoperationsareproductiveandthereare no wastages
of resources both human and technical. Business correspondencehelps
topromotedatawithrespecttocertainassetsanyiteminthemarket.Theinformation on the
extension of business can also be spread by businesscorrespondence.

Types of Business Correspondence

Business correspondence is of many kinds. Let us get ourselves acquainted with some of
them.

Internal Correspondence: It refers to the correspondence between the people, divisions, or

parts of the same organization.

External Correspondence: It refers to the correspondence between two people. They are not
necessarily from the same organization but also client and providers, banks, instructive
organizations, government divisions go under this classification.

Routine Correspondence: It is the correspondence on routine activities. A correspondence

made for requests, orders, answers, affirmations, greeting, and arrangement letters are
normal correspondence.
Sales Correspondence: It refers to the correspondence identified with the deals. Direct mail
advertisements, deals reports, receipt, and affirmation of requests are deal correspondence.
Conveyance letters, articulation of records, and so forth are also some of its divisions.

Personalized Correspondence: It implies correspondence like; letters of solicitation,

suggestion, and appreciation. Letter of presentation, provision, and the refusal of terms
are a part of this type of correspondence.

Circulars: It refers to the correspondence of normal issues to countless people or firms.

Fliers, notification of tenders, differences in address, the opening of a new branch come
under this classification. A presentation of new items also forms the part of this category.

OFFICIAL CORRESPONDENCE

OfficialCorrespondencemeanstheofficialformofcommunicationandincludesany
routinepartofworkinanoffice.Thelettersarewrittenbetweenvariousdepartments and
government departments, autonomous bodies, or government and semi-
governmentdepartments.Itincludesletterswrittenbetweentwogovernments,from one state
government to another state government or central government or vice versa, between
intergovernmental governments. The official correspondence is not friendly, just like
business correspondence. The personal touch is not to be given to any of the official
correspondences. It is also defined as thecorrespondence

continued formally between officials and different divisions of the administration, for
example, orders, reports, letters, endorsements, and so forth.

All the official correspondence between the heads of the various branches of the
organizations of any order and its administrator must go through a proper channel. When
officials communicate they have to go through the hierarchy and have to come through the
same for making proposals, requests, or asking for any kind of privileges.

A similar guideline is to be followed in verbal correspondence: for instance, a lieutenant

looking for an extravagance must apply through his chief, the skipper through the
assistant, etc. All correspondence identifying with or including the faculty of the military
when sent to the Secretary of War for his requests must be
sentthroughtheassistantgeneralfortheconsiderationofthegeneralofthemilitary.
Points of Difference Official Correspondence Business correspondence

The reason for the official The reason for Business letters

letter is to serve the official is to make or keep up business or

Purpose
interest. business relations.

Nature Its nature is official. Its nature is business.

Different elements of business, for

example, exchanging, fabricating,
showcasing, HR exercises,
obtainment of materials, securing
and removal of resources, credit
the executives, promotion of the
An official request, guidance, product offering, contact with
roundabout, is communicated different private and govt. bodies
Subject through an official letter. are managed through

business letters.

The particular and pre-decided Any sort of formal structure can

Structure structure is needed to be be followed here
 followed to compose such a letter

There could conceivably be any

formal greetings in such a
Salutation Welcome is necessary here
letter

The obliging free close is an

There is no obliging free close in absolute necessity in such a
Complimentary Close
such a letter
letter.

It can use both direct and

Method It uses only the direct method
indirect method

AGENDA, NOTICES, MINUTES OF MEETING

Agenda,Notices,andMinutesofMeetingareimportantdocumentsusedinmeetings to ensure
effective communication, decision-making, andaccountability.

Agenda: An agenda is a document that outlines the topics to be discussed in a

meeting.Itservesasaroadmapforthemeetingandhelpsparticipantstopreparefor
thediscussion.Atypicalagendaincludesthedate,time,andlocationofthemeeting, a list of
attendees, and a list of topics to be discussed, along with a time allotment for eachtopic.

Notices: Notices are documents that provide information about a meeting, such as
thedate,time,location,andpurposeofthemeeting.Noticesaretypicallysenttothe participants in
advance of the meeting to give them enough time to prepare and attend. Notices can be
sent via email, letter, or other forms ofcommunication.

Minutes of Meeting: Minutes of Meeting are written records of the discussion,

decisions,andactionstakenduringameeting.Minutesserveasarecordofwhatwas discussed,
what decisions were made, and what actions were taken. They also serve as a reference for
participants who were unable to attend the meeting or for those who need to review the
discussion later. A typical minutes of meeting document includes the date, time, and
location of the meeting, a list of attendees, a summary of the discussion for each topic,
decisions made, and any action items assigned to participants.

Agenda, notices, and minutes of meeting are important documents that play a crucial role
in ensuring that meetings are productive, effective, and transparent. They provide structure,
focus, and accountability for the meeting and help to ensure that the outcomes of the
meeting are documented and communicated to all relevant parties.

Example of notice : (all details/format will be same as discussed in the class)

Agenda:

Minutes of Meeting:

Meeting Minutes: Project Review and Next Steps

Date: Friday, March 12th, 2023 Time: 10:00 am - 12:00 pm

Location: 123 Main Street, Anytown, USA

Attendees:

[Name], Project Manager [Name], Team Member [Name], Team Member [Name], Team
Member Agenda:

Welcome and Introductions

The meeting was called to order by the Project Manager at 10:00 am. Attendees introduced
themselves.

Review of Project Progress

The Project Manager provided an overview of the project progress to date.

Identification of Issues and Challenges

Attendees discussed several issues and challenges, including a delay in receiving necessary
materials and a need for additional resources.

Review of Project Timeline

The Project Manager reviewed the project timeline and identified areas where the timeline
may need to be adjusted.

Discussion of Next Steps

Attendees discussed potential solutions to the issues and challenges identified and
identified next steps for the project.

Action Items and Assignments

The Project Manager assigned action items to each attendee and set deadlines for
completion.

Adjournment

The meeting was adjourned at 12:00 pm.

Next Meeting:

The next team meeting is scheduled for Friday, April 9th, 2023, at 10:00 am. [Name],
Secretary.

Another example

Minutes of Meeting

Meeting Name: Sales Team Meeting

Date: March 1, 2023

Time: 10:00 AM - 11:00 AM

Location: Conference Room A

Attendees:

1. John Smith
2. SarahJohnson
3. Michael Lee
4. David Brown
5. KatieJackson
6. Guest: Lisa Green

Apologies(Absentee): None

Agenda:

Introduction and welcome by JohnSmith

Review of sales performance for the pastmonth

Discussion of upcoming marketingcampaigns

Open floor for questions andsuggestions
Assigning actionitems
Discussion:

John Smith welcomed everyone and opened the floor for discussion.

Sarah Johnson presented the sales performance report for the past month, highlighting the
achievements and areas for improvement. The team discussed the report and identified
some strategies to improve sales for the next quarter.

Michael Lee presented the upcoming marketing campaigns, which the team discussed and
provided feedback. Lisa Green, the guest, suggested some additional marketing channels
that the team could consider.

DavidBrownaskedaquestionaboutthepricingstrategyforanewproduct,andthe team discussed

the options and agreed on a course ofaction.

Katie Jackson assigned action items to each team member, including following up on leads,
preparing for the next meeting, and researching new marketing channels.

Action Items:

John Smith: Provide feedback on the new pricing strategy. Sarah Johnson: Follow up on
leads from the past month.

Michael Lee: Prepare for the next meeting. David Brown: Research new
marketingchannels.

Katie Jackson: Coordinate with Lisa Green on the new marketing strategy.

Adjournment:
John Smith thanked everyone for attending the meeting and adjourned the meeting at
11:00 AM.

Submitted by, Katie Jackson, Secretary

Please Read Agenda, notices, and minutes of meeting PDF for in-depth details.