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Admin Writing Skills Workshop
Exercises:
Identifying your readers and their priorities
Choosing clear, simple words
Cutting out the waffle
Writing direct, active sentences
Recognising jargon and management-speak
Mind-mapping a report
Drafting an executive summary
By the end of the course, participant will learn how to:
1. Analyse your audience and tailor the content to their specific needs.
2. Gather data efficiently and select the relevant information for your readers.
3. Use best practice in structuring your document.
4. Choose words that support your message and don’t distract your reader.
5. Assess the best places to use graphics, and choose the right image to support your content.
6. Edit your draft for maximum impact.
Outline
1. Clarifying your purpose
Do you have what it takes? The skills needed to write reports
Why do you do it? What’s the purpose of a business or technical report?
2. Analysing your audience
Do you know who you’re writing for?
What will they want out of your report? The first step to making sure you deliver!
3. Designing your structure
Structuring before you start writing – you wouldn’t build without good foundations
Using mind mapping or Word™ Outline View to sequence and structure your material
How to structure the beginning, middle and end of your report
Organising your content to achieve your purpose
4. Selecting your information
Collecting and evaluating information – how to make it easy for people to help you
Deciding what information is relevant – the payoff for having a clear objective.
5. Developing your style
Crafting short, simple sentences to increase readability
Choosing familiar words that make your meaning clear
Getting rid of the waffle that bores readers
6. Drafting and laying out your text
The importance of the right mindset – how to avoid getting sidetracked
The process – prepare, draft, relax, polish
How to break up text – headings, bulleted or numbered lists, tables, diagrams, questions and answers, etc.
7. When and how to use graphics
Why use graphics?
When to use graphics – pictures, screen shots, diagrams, flow charts, tables, graphs, etc.
8. Editing and proofing your draft
A top-down approach to improving your text – see it the way your readers do
Ensuring that you achieve maximum impact – things to check when editing your draft
Removing commonly confused words, poor punctuation and grammar
9. Exploiting the tools
Getting the most out of Word™
On-line style guides for instant answers to annoying quibbles
Handling version control
Who Should Attend
Admin assistants, junior supervisors, officers and executives in support
roles handling general administrative matters, who are either new to the
organisation or need to refresh their writing skills.
Methodology
Using examples, tools and techniques to facilitate the writing process,
providing model sample letters and memos for reference use, and hands-on
practice with feedback.
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Admin Writing Skills Workshop
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