Writing skills

Sasa Mwanafunzi! Welcome to the World of Powerful Writing!

Habari yako? I hope you are ready to gain a new superpower! You might think writing is just about putting words on a page, but in the world of business, it's so much more. Good writing is like having the best tool in your toolbox – it can help you get a job, secure funding for your brilliant idea, persuade your boss, and avoid confusion. It’s the difference between your message being read and your message being understood and acted upon.

Imagine this: You have a fantastic idea for a campus delivery service for students during exam time. You need a small loan from the University's student enterprise fund. A poorly written proposal, full of mistakes and unclear ideas, will probably end up in the bin. But a clear, professional, and persuasive proposal? That’s your ticket to getting that starting capital! Let's learn how to write that winning proposal.

The Foundation: The 7 C's of Effective Communication

Before you even type a single word, you need to know the golden rules. Think of these as the seven key ingredients for any successful piece of writing. We call them the 7 C's.

• 1. Clarity: Is your message as clear as an M-Pesa confirmation text? The reader should understand your point on the first read. Avoid jargon and complex sentences.
• 2. Conciseness: Get to the point! In business, time is money. Don't use ten words when five will do. Be brief but comprehensive.
• 3. Correctness: Check your grammar, spelling, and facts! A single mistake can make you look unprofessional. Reading your work aloud helps you catch errors.
• 4. Completeness: Have you given the reader all the information they need to make a decision or take action? Think: Who, What, When, Where, Why, How.
• 5. Coherence: Does your writing flow logically? Each point should connect smoothly to the next, like a well-constructed story.
• 6. Courtesy: Always be polite and respectful. Use "please" and "thank you." A courteous tone builds goodwill and gets better results.
• 7. Concreteness: Be specific! Instead of saying "sales increased a lot," say "sales increased by 25% in the last quarter." Use facts and figures to support your points.

Image Suggestion: An engaging infographic for "The 7 C's of Business Communication." Each 'C' is represented by a simple, clean icon (e.g., a magnifying glass for Clarity, a checkmark for Correctness, a handshake for Courtesy). The style is modern and colourful, with a Kenyan-inspired colour palette.

The Writing Process: Your Roadmap to Success (P.O.W.E.R.)

Great writers aren't born, they are made. They follow a process. A simple way to remember this process is with the acronym P.O.W.E.R.

  ASCII Diagram: The P.O.W.E.R. Process

  [ Step 1: PLAN ]
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         V
  [ Step 2: ORGANIZE ]
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         V
  [ Step 3: WRITE (Draft) ]
         |
         V
  [ Step 4: EDIT ]
         |
         V
  [ Step 5: REVISE ]
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         V
  [ FINAL DOCUMENT ]

• Plan: Who are you writing to (your audience)? What do you want to achieve (your purpose)? Brainstorm your ideas.
• Organize: Structure your points logically. Create an outline.
• Write: Get your ideas down on paper. Don't worry about perfection at this stage; just write. This is your first draft.
• Edit: Now you become a detective! Hunt for errors in grammar, spelling, and punctuation (Correctness).
• Revise: Look at the bigger picture. Is your message clear (Clarity)? Does it flow well (Coherence)? Can you make it shorter (Conciseness)?

Making Your Case: Using Numbers to Persuade

In business, numbers speak louder than words. A well-written document uses data to build a strong, persuasive argument. Let's say you are the secretary of your class and you want to convince the department to buy a printer for the students' resource room.

Simply saying "it will save us money" is not enough. You need to show them the numbers!

### PROPOSAL: COST-BENEFIT ANALYSIS FOR A NEW PRINTER ###

STEP 1: Calculate Current Costs
- Cost per page at the local cyber cafe: KSh 5.00
- Average pages printed by students per month: 2,000 pages
- Total monthly cost: 2,000 pages * KSh 5.00/page = KSh 10,000

STEP 2: Calculate New Projected Costs
- One-time cost of new printer: KSh 20,000
- Cost of ink and paper per page (new printer): KSh 1.50
- Projected monthly cost: 2,000 pages * KSh 1.50/page = KSh 3,000

STEP 3: Calculate Monthly Savings
- Monthly Savings = Current Cost - New Cost
- Monthly Savings = KSh 10,000 - KSh 3,000 = KSh 7,000

STEP 4: Calculate the Break-Even Point (When the printer pays for itself)
- Formula: Break-Even (in months) = Total Printer Cost / Monthly Savings
- Calculation: KSh 20,000 / KSh 7,000 = 2.85 months

CONCLUSION: The printer will pay for itself in less than 3 months and will save the student body KSh 7,000 every month thereafter.

See how powerful that is? The numbers make your argument undeniable!

Real-World Example: The Email to Your Lecturer

Let's look at a common situation. You need to ask your lecturer for an extension on an assignment. Which email do you think will get a better response?

BEFORE (Vague and Unprofessional)

Subject: hey

i cant finish the assignment for friday. can i have more time. thx.

AFTER (Clear, Correct, and Courteous)

Subject: Request for Assignment Extension - BCOM 101 - [Your Name]

Dear Dr. Omondi,

I hope this email finds you well.

I am writing to respectfully request a brief extension for the Business Communication assignment, which is currently due this Friday, October 27th. I have been unwell for the past few days, which has slightly set me back on my coursework.

I have already completed the research and outline and would be very grateful if I could submit it by Monday, October 30th. This would allow me to submit work that is of a high standard.

Thank you for your understanding.

Sincerely,

[Your Name]
[Your Student ID]

Image Suggestion: A split-screen image. On the left, a frustrated-looking Kenyan lecturer reads the "BEFORE" email on a phone with a puzzled expression. On the right, the same lecturer smiles and nods approvingly while reading the professional "AFTER" email on a laptop screen in a well-lit office.

Your Turn! Kazi ya Kujipima (Self-Test)

You are now equipped with the basics of powerful writing! Remember, this is a skill. The more you practice, the better you will get. Tuko pamoja?

Your task: Think of a simple problem in your class or around campus (e.g., poor Wi-Fi in the library, need for more seating, etc.). Draft a short, professional email (just 3-4 sentences) to the Head of Department outlining the problem and suggesting one possible solution. Try to use at least 4 of the 7 C's! Good luck!