Effective Writing

Prof. I.V. Chalapati Rao
Editor, Triveni.

Communication abilities are essential for all - particulary for those who are in the teaching line. Communication mainly consists of (1) Speech and (2) Writing. These two skills are neglected today. We find persons with high academic distinction lacking these practical skills. The Kothari Education Commission and the New Education policy have pointed out thse deficiencies in our education system. These productive skills are not included in the syllabus, curriculum. 
Francis Bacon, the well - known essayist, said: “Reading makes the full man, Writing the exact man and conference the ready man”. If writing and speaking are out puts, reading and listening are inputs. You must have something to write about. This is known as ‘Content’ or substance. Extensive reading is the secret of successful writing. In reading, quality is very important. Classics or standard books of permanent value must be read keeping an eye on language and style. Great books make great writers and leaders too. While reading, illuminating sentences, happy phrases and significant words must be carefully noted. We can use this material for future reference to import glow to our matter of fact writing. 

The under - mentioned guide-lines must be followed in practice : 

1. Grammatical Correctness : 

Every language has its own grammar. Every one must master the principles of grammar. Grammatical Correctnness is the essential requisite of good writing. However, we should remember that by memorising the rules of grammar, one does not become a good writer. By reading widely, one learns the usage and meanings of words. Through practice and study of good models of writing one becomes an expert. The modern people know how to read but not what to read. One should read standard literary works including prose, poetry and good novels. 

From practice one comes to theory. Some common mistakes in grammar and usage must be carefully noted. 

2. The second requisite is clarity. One can be grammatically correct and at the same time may not be ‘clear’ in expression. Clarity comes through proper arrangement of words. This also depends upon the structure of sentences. Choice of words is equally important. Selection of the exact word will convey the intended meaning. Strictly speaking, there are no synonyms in english language because there will be defference in meaning, however slight, between one word and another. This systematic study of meaning is called ‘Semantics’. 

3. Unless the ideas are expressed completely, writing cannot be effective. Sometimes it may take more than one or two sentences to convey the ideas fully and without ambiguity. Simple words and short sentences will be particularly useful in achieving clarity and completeness. Words should be like opera glasses to obscure every thing except what they are focused on. 

4. Conciseness or brevity is another characteristic of effective writing. Economy of expression means the use of as few words as possible to achieve maximum effect. One should not be long-winded or prolix in expression. Great writers convey their ideas precisely and concisely. It is an art to say all that we want to say in as few words as possible. 

5. Concreteness is another thing that makes writing effective. When words and their use tend to be abstract or mystical, the result is confusion of meaning. Familiar words are preferable to the far-fetched words and flamboyant expression. Some words have two meanings ---------------- (1) The dictionary meaning (Denotative) (2) the emotional meaning (Connotative). Words can be neutral or laudatory or derogatory. Therefore word-choice is as important as sentence - construction. 

6. Frankness or Candour makes writing readily acceptable. There should be no round-about way of saying or mincing of matters. Truth gives character and dignity to writing. There is nobility in owning up our short-comings and confessing our ignorance. Pretence and snobbishness will create a poor impression in the reader. Mahatma Gandhi’s book ‘My Experiments with Truth’ is considered to be one of the greatest auto-biographies in the world because of his candid writing. Boasting and over-assertiveness are marks of uncltured behaviour. 

7. Courtesty is a characteristic of successful communicators. Politeness costs nothing but pays more. Ideas must be expressed in courteous and inoffensive language. It is natural for human beings to expect appreciation or praise. Even negative feelings and ideas can be expressed in a positive manner without being abrasive. Especially when we deal with controversial and debatable issues, there is great need for a pleasant way of writing. This is called ‘tone’. 
In addition to these vital principles of effective writing, we have to pay attention to the mechanics of writing - puncuation and paragraph development. Punctuation marks like the comma, semi-colon and the full stop are the signalling systems of the language helping us to make our writing easily comprehensible, Paragraphs show our analytical, logical, sequential and methodical presentation of matter. Each new paragraph shows the introduction of new points or groups of ideas. Transitional words like none the less, ‘therefore’, ‘consequently’ and ‘Not with standing” provide links to connect the ideas and prove ‘cohesion’ or unity. 
Finally, style gives flavour to language. A drop of ink makes millions think ! It is not using high-sounding words and bombastic language. Style may be defined as ‘right words in right order’. Of course, in poetry, novel-writing and literary eassay one has license to make free and unfettered use of language. In functional writing, there is no place for poetic diction, slang and parade of vocabulary . One does not learn the art of writing by studying a Dictionary. The usage of words and sentences can be learnt only by studying the context through extensive reading. There are no short-cuts for success. 

8. Speech - Public Speaking : 

There is no activity in life which does not require the ability to speak. Scientists have to transmit their research findings and discuss them in conferences. Business men have to sell their goods and do bargaining and negotiating. Religious priests need to propagate their doctrines and cults and enlighten their followers. Politicians have to convas for vote and to consolidate their parties. Lecturers have to lecture to their students. Students have to appear for interviews for jobs. Thus every one has to acquire skill in speaking.

Experts like Funk are of opinion that speech is the index of I.Q. (Intelligence Quotient). That is why, interviews and conferences are expected to measure the intelligence as well as the personality traits of the participants. Management experts say that the key to successful management is ‘human relations’ and human relations depend upon the ability to communicate (speak) and motivate. Thus, speech is not a mere substitute or supplement to action but the cause of action. 

Public speaking is not necessarily the opposite of private speaking. It is defined as addressing a large or medium size gathering, usually consisting of a heterogenous collection of people. Sometimes the audience may be drawn from one group of special interests. However, there are no hard and fast rules. 

People who are good at public speaking generally possess leadership qualities which promote them to higher positions of responsibilities. They are expected to know the psychology of the audience and be able to persuade them to think or do according to the speaker’s wishes. Some people say, public speaing is an art. But some take the view that it is a ‘science’. Obviously it is both. 

In addition to the usual mastery of grammar and linguistic equipment, a public speaker should eacquire a stock of words or vocabulary. As he has to speak for sufficiently long time during which he has to develop only a few points or key ideas, he should develop the art of making use of a variety of words and expressions and often repeat the same idea rephrasing it in order to make an impact upon the audience. He should address his arguments not only to the intelligent elite but also to the average people whose reflexes are slow. 

Generally speaking, in public speaking there are two kinds of approahes - (1) the logical one and (2) the psychological one. Reasoning and logic make successful appeal to an educated or intellectual audience. People who are capable of independent thinking readily respond to logic and the factual presentation. But most people are usually influenced by the emotinal presentation or an appeal to feelings and sentiments. We know that even highly educated people are often carried away by ‘feelings’, ‘emotions’ and ‘sentiments’. For this reason, successful public speakers try to mix these two styles of speaking. When there is no sordid motive or unscrupulous element, there is every justification in making a happy blend of the logical and the psychological mthods. Nationalism, patriotism, Religion, Justice etc. are the usual things that easily appeal to people. 

The following are illustrations of these two methods. Every student of demogoguy is taught the basic difference between the speech of Brutas and the, speech of Antony in Shakespeare’s drama “Merchant of Venice”. Brutas appealed to the intellect of th audience. His method was logical. Antony appealed to the emotions and feelings of the audience. He played upon the sentiment of personal loyalty and gratitude for the favours received. He even showed to the mob Caesar’s will (a peice of parchment) as concrete evidence. His method was psychological. As he knew mob psychology, he made use of the spectacle of Caesar’s body with its multiple wounds to attract sympathy. He did not rely upon cold logic and astract argument unlike Brutas. It is necessary for us to use our knowledge of psychology in conversation and inter-personal relations. 

Similarly, Cicero, the Roman Orator often adopted the logical method, whereas Demosthenes, the Greek Orator, followed the psychological method, When Cicero finished his speech, the audience expressed their appreciation while remaining in their seats. when Demosthenes finished his speech, the audience got up from their seats and shouted “Let us march.” It was a speech that produced immediate response and the desired action. Revolutions in France, Russia and China were produced by demogogues. It is desirable to blend the logical and the psychological methods to produce excellent results and impact. 

A bright tone is a mark of personality. Accent and pronunciation are important in speech. Accent is the stress or emphasis that we place upon a word or sentence, by making it louder. In certain words, accent is placed upon a particular syllable. Every speaker must keep with him “The Pronouncing Dictionary’of Daniel Jones for ready reference. The same sentence will convey a different meaning when stress is shifted from one word to another. Eg. “He is my brother’. He is my brother (not the other fellow). He is my brother (why do you doubt it ?). He is my brother (not Krishna’s or anybody else’s). He is my brother (Not frined or anybody else). We have seen how the shifting of accent makes the same sentence covey different meanings. 

Stress or emphasis is special prominence given to a word or sentence by simply making the word louder or raising the pitch or giving it some special quality of voice. 

Words are the stock-in-trade of a public speaker. He must acquire a wide vocabulary. This is not done by looking into the Dictionary. Context in which a particular word is used is important. Extensive reading is essential to acquire a stock of words and to use them in proper context. 

A public speaker, should have confidence in himself. If he overestimates the intelleectual standard of his audience, he cannot speak. At the same time, he should be humble and modest. Through preparation and rehearsals he can make his speech more effective. Examples : winston Churchill, Abraham incoln, swami Vivekananda, Rt. Hon’ble Srinivasa Sastry, Martin Luther King etc. Their speeches are regarded as classics.