You carry many identities within you. Area sales manager. CEO. Chef. Head of accounts. Homemaker. Entrepreneur. YouTuber. Parent. Part-time painter. Professional dancer. Gardener. Baker. Foodie. The list goes on.
To improve your communication skills, there is an identity that you must embrace: the identity of a student. Yes, you read that right. Look in the mirror. There is a student gazing at you. Just because you’ve left college, that doesn’t mean you have to stop learning.
Where is your classroom? Your classroom is your office. It’s your laptop at home. It’s the unopened newspaper on the table. It’s that Netflix series you are binging on. It’s your favorite business website. It’s the device you are using right now to read this post.
Who is your teacher? You have many. Your clients who send you emails are your teachers. So are the Tedx speakers who inhabit YouTube. So are the ads you see on billboards. In short, your teachers are everywhere. The question is, are you open to being taught?
When I conduct corporate training sessions, what strikes me is the limited range of people’s vocabulary. They are fluent in the jargon of their field. They have good domain expertise. But, when they need to express their views on unfamiliar topics, they are at a loss for words. They are often stumped when they are asked to talk about social issues, culture, and the environment.
The higher up the corporate ladder you climb, the greater will be the demands on your communication skills. As you progress up the ranks, there will be times when you need to present to a wider, more diverse, audience. There will be times when you need to explain complex systems to people from outside your sector. There will be times when you need to be diplomatic to not offend investors or clients. There will be times when you need to speak about broader issues such as employment, climate change, and ethics. For all those times, you would need to speak fluently, effectively, and confidently. To do so, you would need to have a wide range of vocabulary that you could immediately access.
Build your vocabulary
How can you enrich your vocabulary? Be more aware of the words and phrases around you. If you have a client who communicates effectively, find out why. When she writes emails, what phrases does she use? Could you use those same phrases when you write emails?
To learn in a more structured manner, visit BBC Learning English . There will be some words you are familiar with. But, there will be many words that you are not. Be open. Read the definitions for expressions you do not know. And check the ones you think you know. You may not know the precise meaning of a familiar word or phrase. You may be in for a surprise.
Do not use ‘fancy’ words to show off. Use words appropriately. Use the right word at the right time in the right context. Usually, simple words are sufficient. Remember, it’s not just what you say that matters, but also how you say it that matters too.
Listen for phrases you can use
When you watch a panel discussion, how do the panelists interact? Good speakers weave a narrative by referring to what was said before. They are not making isolated statements, but are interacting with one another, creating a coherent, meaningful conversation. Pay attention to the phrases that are used to refer to what was said before. For example, ‘I would like to build on what X just said.’ Or: ‘I partially agree with you, however…’ Could you use such phrases in your next zoom meeting?
Improve your pronunciation
Pronouncing words is a tricky affair. A problem with pronunciation is that when everyone around you is pronouncing a word incorrectly, you do not question that way of pronunciation. How can you escape this invisible loop? Doubt yourself. Personally, I have been often surprised when I checked words I thought I knew how to pronounce. I wish you many such moments. Cambridge dictionary is my go to dictionary.
The magic of awareness
Do you know what is essential for improving your communication skills? Awareness is the key that unlocks the door to better communication skills. Only you can open it.
Be aware of the spoken and written language around you. Be curious about a new word, phrase, or expression. Google it. Think about it. Absorb it. Notice if you come across it again. Decide if it would work for you. If it does, use it. If it doesn’t, no worries. Let it go. Whatever happens, you are expanding your language horizon.
Despite your busy schedule, you’ve read till the end. Bravo! Now, I have a gift for you. It is something that will last forever. That gift is: awareness.
Paragraphs make your writing easier to read. Make sure you use them effectively.
In this Chinese ink painting, blank space is used to create harmony and balance. The blank space is an integral part of the painting.
When you write, you use words. You also use space.
Using space in emails
Using space thoughtfully will make your writing easier to read.
Let’s look at two examples.
Example 1
Dear X,
We would need to update the technical documentation for product Z. Could we meet tomorrow at 11am at the main conference room? There are two new features that have been proposed by the design team. It would be best if you are present when they make the presentation. That way, you are on board from the start. If you have any questions, do let me know.
Best regards,
Y
Example 2
Dear X,
We would need to update the technical documentation for Product Z.
Could we meet tomorrow at 11am at the main conference room?
There are two new features that have been proposed by the design team. It would be best if you are present when they make the presentation. That way, you are on board from the start.
If you have any questions, do let me know.
Best regards,
Y
Wouldn’t you prefer to receive an email organized like example 2? Just by using space to separate sentences and thoughts, the entire message becomes clearer.
When writing an email, put yourself in the shoes of the reader. The message should be understood without much effort. The reader should not have to read the message a second or a third time.
Using space when messaging
Even when messaging on WhatsApp, think about space.
Which message is easier to read?
Example 3
Hi B, The training session has been finalized. It will be this Friday @ 3pm in the basement. Everyone from Marketing will be there. We have allocated 10 minutes for you to tell us about your initiative. Could you confirm your availability by today, EOD?
Example 4
Hi B,
The training session has been finalized.
It will be this Friday @ 3pm in the basement.
Everyone from Marketing will be there. We have allocated 10 minutes for you to tell us about your initiative.
Could you confirm your availability by today, EOD?
Of course, the second WhatsApp message (example 4) is easier to read. And in that message, the reader knows exactly what is happening, and what she is expected to do.
Unlike the first message (example 3), the second message is crystal clear. And all that changed was the use of space.
The need for space
Many times, emails are not even read properly. People just skim them. (You may be skimming this post right now :)) When skimming, they may miss relevant information.
Use space when writing emails to divide your message into meaningful chunks. This will make it easier for people to read and absorb the main points of your message. Remember, even a sentence can be a paragraph.
Use space when messaging on WhatsApp and other messaging platforms. It will make it easier for people to understand your message, especially when reading on a small screen.
When there is no space in your writing (example 1), the reader gets overwhelmed. They struggle to find the main message.
Have mercy on your reader.
Look again at the ink painting. A bird on a branch. Simple, clear, and effective. That’s how your writing should be.
If you want to improve your writing, do not copy and paste from ChatGPT. You are doing a disservice to your brain.
When conducting an online training session, I asked students to write a few lines about a company.
In the chat box, a well-framed company introduction of three lines appeared. I was impressed. I asked, “Did you write this?” The answer came back: “I used ChatGPT. Isn’t that okay? These days, everybody is using it.”
Writing is a complex cognitive activity. By using ChatGPT to generate a piece of writing you are doing a disservice to your brain. You are not allowing it to think.
When writing, many parts of your brain become active. The front part of the brain buzzes with activity, evaluating and classifying information. Other regions in the brain related to memory, language, and visualization become active.
However, when you copy paste from ChatGPT, all this activity is either non-existent or kept at a bare minimum. In fact, you are training your brain to be in partial sleep mode.
The only ‘work’ you do is: formulate the prompt, read the response (most probably superficially), and click twice on the mouse to copy and paste on to a page.
How does writing improve your thinking skills?
Let’s look at the writing process step-by-step.
Step one-planning
Imagine you are writing on Artificial Intelligence.
First, you need to understand the topic and decide how you are going to approach it. You have to gather information, and select what you find useful. You need to structure the content: what piece of information comes first, second, third, etc….
When writing a long report, you have lots of planning to do. On the other hand, if you are writing a short piece on a topic you are familiar with, planning may take a few minutes. No problem. It depends on the purpose of your writing.
When using ChatGPT, you bypass the planning process.
There are several benefits of using ChatGPT when planning. It could gather information effectively. It could give you insights you never thought about. It could even give you ideas on how to structure content. That’s all fine. But, in the end, you need to do the thinking. If you automatically copy paste a response from ChatGPT, you are not thinking.
You need to absorb information and concepts. You need to make connections between ideas. You need to evaluate the trustworthiness of websites. You need to form and refine your opinions. No one can help you increase your ability to think critically. Not even AI.
Warning: not everything ChapGPT produces is true. It can hallucinate. That is, it may provide false or misleading information. Be careful. Doublecheck information you read on ChatGPT, especially when you want to include it in your writing.
Step two-writing
You have collected information and opinions. You have jotted down examples and counterexamples in your notebook. You have relevant data and insightful quotations. How do you put all of this into sentences? Into paragraphs? Into sections? Where to begin?
The answer: just write. You write in active voice. At times, you may write in passive voice. Many times, simple short sentences work. There are times when long winding complex sentences are what is needed. You have to decide. The more you write, the more you develop your own style. Developing your own style is important. It means you are developing as a writer.
When you copy paste from ChatGPT, you are not writing. You may be under the impression that you have written that piece of content. But, you haven’t. You haven’t written a single sentence. You haven’t struggled with grammar. You haven’t weighed the pros and cons of using one word over another.
ChatGPT has done all the work for you. You haven’t improved as a writer. You haven’t developed your own style. You are right where you started.
Say goodbye to becoming a better writer!
Step three-editing
Most probably, you will not edit what ChatGPT has produced. After all, it was written by ChatGPT. There is no need to edit. Everything has been written well.
If you wrote something yourself, you would have to go over it. When you do that, you critically evaluate your writing. Is there logical flow? Should there be more data to support the argument?
By copy pasting a ChatGPT response, the whole editing process is done away with.
Goodbye editing.
Step four-proofreading
In this step, you format the text.
Is there enough spacing between paragraphs? Are your heading and sub-headings in bold? Do you want to put some words in italics?
When pasting text from ChatGPT onto a page, you may not be invested in what you have just pasted. After all, those are not your words and not your thoughts. You may not have ‘absorbed’ the information in the text. It is all about copy paste. Your main objective is to get it out: that means minimum proofreading.
Bye-bye proofreading.
Putting it all together
Writing is a challenging activity that involves a lot of thinking.
From step one (planning) to step four (proofreading) you are thinking, thinking, thinking.
In step one, you search for and evaluate information, concepts, and ideas. You compare differing opinions and arrive at your own conclusion.
In step two, when writing, you may struggle to find the right word. This is good, as it means you are trying to find the right word to express a particular concept. (You are thinking.) You may want to have sentence variety to make your writing interesting to read.
In step three, when editing, you critically examine your own writing. Being critical of one’s own work is never easy. But, when you do it, you refine your thinking process.
If you are learning English and are at the intermediate or upper-intermediate level, write in your own words. Do not copy paste ChatGPT responses. Doing so will not improve your writing skills. Your overall communication skills will not improve. And there may be times when you do not have access to ChatGPT, say when writing an exam. What would you do then?
When writing, push yourself. It is hard work. But you will see results. You will become a better writer. Isn’t that what it is all about?
ChatGPT is an immensely powerful tool, and you should use it. Use it wisely. Keep in mind that the human brain needs to be active. It needs to be challenged. Only then will it learn and grow.
Make sure you do not put your brain in partial sleep mode.
What are your thoughts on ChatGPT and writing? Do you agree or disagree with what has been written? Let me know in the comments section below.
FAQs
Is ChatGPT good at writing?
ChatGPT can effectively summarize and synthesize material from across the internet. It can write in various tones (formal, friendly) and refine what it has written. But, there are downsides. All that it writes may not be true. ChatGPT can hallucinate and provide incorrect and misleading information.
Can ChatGPT help with writing?
ChatGPT is different from search engines such as Google as it generates content. This means that it can respond in a structured way to your prompt. When you need help with writing, have a chat with ChatGPT. Use it to better understand the topic. Use it to summarize information. And use it to gain insights.
Rome was not built in a day. Neither is proficiency in any language. It takes time to learn a language. Think about your mother-tongue. How much time would a person need to learn it to be an advanced-level speaker?
International English exams such as IELTS, SAT, and TOEFL test a person’s language skills.
But they do more than that.
Not many people are aware of this: they indirectly test a person’s level of general knowledge.
For example, you may be expected to read and answer questions on a piece about Global History. If you have no clue about history, the task is challenging. Your mind does not have the framework to understand the topic.
What can you as a parent do? This post is for parents who have children in the 8th to the 12th class.
I start with a disclaimer. This post will not provide any short-cuts to getting higher scores.
Instead, you will learn how to strengthen the English language foundation of your child, so that when the time comes to appear for such exams, she will be better prepared.
Are you interested to learn more? Then read on.
How to succeed in international English exams
Let’s go step by step. Here is step one:
How can parents help their children learn English? Take a level test.
Before one starts on a journey, one needs to know where one is. At what level is your child? Is she at the intermediate level or higher or lower? It would be good to find out.
If there is a language school near you, such as the British Council, then you could find out whether they conduct language assessment tests. The results will provide you with an objective measure of your child’s language skills.
You can also take a quick test online from Cambidge.
In my experience as an English teacher, I have noticed that people tend to overestimate their English skills. Do not make the same mistake.
If you are able to visit a language school nearby, go there and find out. It will be worth it.
How can parents support English language learners: Learn the four skills and language
As a parent, the more aware you are of language learning, the better you can guide your child. So, let’s take a deep dive into language learning.
There are four skills when it comes to language usage. The skills are: speaking, listening, writing, and reading. Apart from the four skills we also have grammar and vocabulary.
Let’s start with speaking.
Speaking skills
There are two aspects to speaking: fluency and accuracy. I have noticed that there are people who speak fluently, but they make a lot of basic grammatical errors! This affects accuracy and will negatively affect one’s score, especially in tests such as IELTS. Here are a few videos from the British Council that would help, if you are thinking about IELTS.
Even if your child is not preparing for IELTS, do watch these videos. They can improve her overall speaking skills.
Many students are fluent and have reasonably good grammar, but pronunciation is a problem.
How can you improve pronunciation? There are many ways to do this.
The first is to listen. When you hear people talk, listen to how they pronounce words. The danger is that everyone you meet may be pronouncing a word incorrectly!
The internet can come to the rescue. If you are unsure of how a word is pronounced, visit the Cambridge Dictionary.
Just type in the word and listen to the pronunciation. There would normally be two variations: UK and US. Choose the one that you are more comfortable with.
You can also have fun when learning pronunciation. Pick a song and sing along. Don’t worry if your voice is out of tune. It’s a fun way to spend time with your child. Both of you can sing your hearts out.
On YouTube, there are many songs with the lyrics as well. Select a song that you think is appropriate. This exercise may sound silly, but it is a good way to get accustomed to accents and also improve one’s pronunciation without any stress. To get you started, play this song from the Beatles: Here comes the sun.
You can also pay attention to how words are pronounced when watching movies, serials, and news programs. Become aware of how you pronounce words and compare the pronunciation with other peoples. Yes, to improve your child’s pronunciation, you have to work on yours as well.
To get an overview of pronunciation, read this post.
Let’s look at the next skill.
Listening skills
As a skill, listening may be more rewarding than speaking.
Many people are better speakers than listeners. They speak, speak, and speak, without listening to what the other person has to say. I urge you to be a better listener to improve your English language skills.
When listening to a person speak, or watching a movie, do not be passive. Be an active listener. Give your full attention. Analyze what the person is trying to say. For example, when watching a documentary on climate change, think about what the main point of the argument is. Think about the words used to convey a message. Think about the sequencing of ideas and the examples given. Think about the pronunciation and intonation.
Sounds exhausting?
It could be. However, you will find it a more enriching experience. And your general language skills will improve.
Once you start finding yourself to be a better listener, see how you can guide your child. Here is what you can do. Watch a video on science. And then ask general and specific questions.
Let’s look at this video on the planet Saturn.
I have come up with some questions based on the video:
General questions
1. What is the video about?
2. How did the rings of Saturn form?
Specific questions:
1. What is the Roche Limit?
2. What are the names of two of Saturn’s moons?
The first set of questions require listening for gist, while the second set of specific questions asks you to listen for detail.
To improve listening skills, this is what you can do.
1. Play the video once, and ask two general questions. (You can make some more, if you like.)
2. Then, ask the two specific questions. If she cannot answer them properly, play the video again.
Try this approach with other videos. You will find your child honing her listening skills. You can even ask your child to make questions to test you! This would further activate her listening skills. And she would enjoy it to see you fumble.
Listening is an overlooked skill. Do not underestimate it. It can be beneficial in not only improving one’s language skills, but also general knowledge. Both of which are tested on exam day.
Reading skills
Reading is a lot like listening. It is another under-rated skill. People read to pass exams. Many people do not read out of curiosity or for pleasure. In short, people read only when they need to.
Try to develop the reading habit in your child. This will reap benefits in many ways.
First, her vocabulary will improve. It is said that a word has to be encountered at least ten times before it can be used by a person naturally and appropriately. Do not encourage your child to memorize word lists. She may use them incorrectly and out of context. Vocabulary building takes time. It takes years. Reading is the best way to do it.
Reading also helps in improving one’s general knowledge. There is a wide range of topics that your child may encounter on an international English language test. Here is short list:
1.Science
Possible topics: astronomy, geology, and chemistry
2.Social sciences
Possible topics: economics, psychology, and political science
3.The Environment
Possible topics: climate change, pollution, deforestation
4.Film and entertainment
Possible topics: film genres, film and its impact on society, the role of theatre in social change
Do not get intimidated. As I wrote at the beginning of this post, Rome was not built in a day. There are more common topics that could appear on test day. However, these four should be enough for now. I do not want to overload you.
To help your child succeed in international English exams, make sure that she reads the newspaper. Many students start reading the newspaper weeks before the exam day. How much can they learn? Reading newspapers should become a habit and not something one does ten days before the test.
Do not impose reading on her. You could start by asking her to read an article on a topic she likes. It could be about sport or history. Slowly expand the range to include other topics such as science and technology.
Your local English paper would have many good articles. You could also read these online news websites:
When on these websites, do not start with the current news. Read the sections on science & technology, sports, environment, and culture. Then start reading other sections.
If you feel that there may be inappropriate content for your child, decide what she should read.
When you have selected an article, this is what you can do:
Ask your child to read the headline and guess what the article is about. This will help her prepare her mind to better absorb the writing.
Look at the photograph and discuss what it is trying to say. What is the focus of the photograph? Is there a message?
Let her read the article, and then ask her what new information she has learnt. Are there any words she is unsure of? Find out the meaning and pronunciation from an online dictionary. Did she like the article? Why or why not?
To help your child succeed in international English exams, you will have to think like a teacher.
Asking these kinds of probing questions will make her more engaged with the article. Over time, she will become a better reader. Improved reading skills will be an advantage throughout life.
Writing skills
We have now arrived at the last skill. In IELTS, many candidates find this the most difficult part of the test. Even if the test your child is planning to take does not have writing, I urge you to read on. Writing is a skill that is essential in adult life.
To write well, it would be a good idea to read well. When reading an article or opinion piece, pay attention to the organization of ideas. How is the topic introduced? What is the first main point? Is it supported with facts or examples?
A big problem when it comes to writing is coherence and cohesion. Coherence refers to the logical flow of ideas. And cohesion refers to the use of cohesive devices (such as however, therefore) that hold the sentences and paragraphs together.
Watch this video on coherence and cohesion. Even if your child is not planning to take IELTS, it would be useful.
It is important to plan well before actually writing. In fact, the better plan, the easier it is to write.
Phew! That was a lot of information. Sorry, we are not done yet. If you recall, in language learning, apart from the four skills (speaking, listening, reading, and writing), there is what we call language.
Language includes grammar and vocabulary.
How to succeed in international English exams: Grammar
Make sure that your child’s grammatical foundation is strong. If the foundation is weak, then errors will persist into adulthood. And of course, she will find it difficult to get a high score in any international English exam.
Grammar is vast. You could start with my post on articles (a, an, the). If you want to know more about the future time, click here.
If your child finds grammar to be difficult, spend more time exploring those online websites.
Another way to learn grammar is through more exposure to the language. Make your child watch more English movies and read more books.
How can parents help their children learn English? Vocabulary
As we looked at before, the more one engages with the language, the more one improves one’s vocabulary. Make sure that your child is exposed to a variety of topics. This will improve her topic-specific vocabulary. For instance, if she watches a video about climate change, she will learn words that are used in that field. You could ask her to have a book where she writes down new words and phrases.
Of course, she should also read newspapers, magazines, and non-fiction and fiction books. Make sure the reading material is broad, covering diverse topics ranging from technology to culture.
How can I help my child? One step at a time
As you can tell, you are in a marathon and not a sprint.
To succeed in international English exams requires one to have a strong foundation in both language and general knowledge. A strong base in general knowledge will help your child to better cope with the variety of topics that will be present on test day.
The sooner you start the better. Take it one step at a time. And do not overwhelm your child or yourself!
If you are in India, I have written a book on common Indian errors in Business English, covering topics such as vocabulary, Indian English, and grammar. It would be helpful when focusing on common errors Indians make. Click here to find out more about it.
Do you have any questions? Let me know in the comments section below.
FAQs
How can parents help their children learn English?
Make English a part of your child’s environment.
Watch cartoons, serials, and movies. Read comic books, magazines, and novels.
The key to learning any language is complete immersion.
How can parents support English language learners?
Find out your child’s language level. That is the first step in the journey.
Focus on the four skills: speaking, listening, reading, and writing.
Emphasize the skills of listening (watch documentaries, TV programs) and reading (read newspapers, magazines, and novels).
What is the best way to study for an English language exam?
Make a long-term plan to improve your English. Do not start preparing two weeks before the test.
Understand the expectations of the test. This is key.
Answer past question papers.
Is IELTS hard to pass?
If your English is at the upper-intermediate or advanced level, it is not difficult. But, you will still need to know the expectations of the test. Otherwise, you may not reach your full potential, even if you are an advanced-level speaker.
If your English level is at the intermediate level or below, then it is difficult. Start by improving your general English skills.
What can I do to pass the English exam?
Improve your general English level.
Find out the expectations of the test.
Practice answering common test questions. When possible, go to the official website/YouTube channel of the test authority to get authentic practice material.
How can I help my child with English language?
Make your child familiar and comfortable with the language. Watch English programmes on YouTube or TV.
As a parent, you should be aware of what language learning means. Focus on the four skills: writing, speaking, listening, and reading. Remember that listening and reading are undervalued skills.
Focus on grammar, but do not try to cover all grammar points in a short period of time. It takes time for a learner to understand, absorb, and practice. Go slow and steady.
This is probably my favourite painting by Matisse. It is full of colour, energy, and emotion. A fresh perspective on the world. The vibrancy and variety of colours is mesmerizing. Orange, green, and red tilting lines shooting up from the boats. The left window frame containing mixtures of pink and purple.
What does this have to do with writing, I hear you ask. Well, writing also requires variety. When you write articles, stories, essays, and even reports, there should be sentence variety. Some sentences may be short, while others may be long and descriptive. Complex sentences may be used to express complex concepts or arguments. Sentence fragments may be used to bring out a particlar mood, emotion, or energy.
Let’s look at some common sentence structures. We’ll take it slow, starting from the start. And we will keep it simple. Promise.
Five different types of sentences
1. Simple sentence
A simple sentence expresses a complete thought. Here is an example: I like chocolate ice-cream. (It’s hot right now, and I really could do with some ice-cream.) Now, a simple sentence need not be restricted to a few words. You could write: I really like almond covered, chocolate ice-cream served in a big, crunch cone. What is the essence of that sentence? Yes, I like chocolate ice-cream. Clear and simple. Even though there are many words, the long sentence expresses a complete thought. It is a simple sentence.
2. Compound sentence
A compound sentence joins two simple sentences. To join these sentences, we use co-ordinating conjunctions such as: and, but, or, so, and yet. Here is an example: I like chocolate ice-cream, but I’m too lazy to go to the market. Here we have two seperate thoughts. Thought one — I like ice-cream. Thought two — I’m too lazy to buy it. What is interesting is that both these thoughts have equal grammatical importance. They both can stand on their own two feet. Why I say this will be clearer in the next type of sentence we will look at.
3. Complex sentence
A complex sentence has two parts. One part can stand on its own two feet. The other part cannot stand on its own. It requires support. Let’s look at this example: I like chocolate ice-cream which is from the Mambo Ice-Cream Cafe. In this sentence there are two parts. Part one: I like chocolate ice-cream. It makes sense, by itself. Doesn’t it?
Part two: which is from the Mambo Ice-Cream Cafe. Does that make sense? What is from Mambo Ice-Cream Cafe? No idea. Not a clue. This part only makes sense when it is linked with Part one. So, let’s read the sentence again — I like chocolate ice-cream which is from the Mambo Ice-Cream Cafe. Do you see it now? The sentence has two parts. One part can stand on its own two feet. The other part needs to lean on someting. By itself, Part two’s meaning is not complete.
Apart from using which, in a complex sentence you can use words such as that, who, and when.
4. Sentences starting with ing-words
How does this sound? Having decided to buy chocalate ice-cream, he left for the market. Or: Meeting his friends at the market, they decided to go to the Mambo Ice-Cream Cafe. Do you like this sentence variation? It’s a change from the usual run of the mill sentences. Try it, sometime.
5. Fragments
Ice-Cream? Chocolate? Where to go? Then he remembered Mambo. The one and only Mambo Ice-Cream Cafe. This type of writing should not be used in a formal setting, neither at work nor university. But, you can use sentence fragments in more informal contexts, such as writing a blog post. These bursts of words may not always be grammatically correct, but they do bring a certain energy to the page.
Putting it all together
Let’s put all these different types of sentences in one paragraph:
Looking out the window, he saw the fishing boats bobbing in the harbour. He peered at the name on one of the boats. It was MAMBO. Mambo. Mambo Ice-Cream Cafe. He remembered the strong flavour of chocolate which exploded in his mouth. He called out to his wifeandthey crossed the harbour. Mambo Ice-Cream Cafe was waiting patiently for them.
In the above paragraph we have different types of sentences. The first sentence starts with an ing-word (Looking out the window…). Then there is a simple sentence. Another simple sentence — It was MAMBO. Followed by sentence fragments (Mambo. Mambo Ice-Cream Cafe.) Followed by a complex sentence (the one with which). Followed by a compound sentence (the one with and). And the last sentence is a simple sentence.
What do you think? Does this kind of sentence variety provide rhythm and pace to the writing? How would it be if there were only simple sentences? Would it be less interesting for the reader? I think it would.
Now, look at your writing. Do you use a variety of simple, compound, complex, and other types of sentences? Do you use a mix of short, medium, and long sentences?
Whether you are writing a page in a diary or a report for work, see how you can vary your sentences. It will bring more zest into your writing. Who knows? Maybe your writing will exude energy, freshness, and a sense of purpose, just like the Matisse painting.
This advice is useful if you have to write essays for other tests as well.
The advice is simple: Don’t write.
Yes, you read that correctly. Don’t write.
In everyday life, the writing you do is confined to the demands of your job. You may write emails informing clients about new products. But, I doubt you write about the need for the government to fund artists, or on the effectiveness of language translation technology.
By the way, those two topics could be in your IELTS exam. So, let’s transport ourselves to test day. Sitting in a hall with paper and pencil, you must write intelligently about a topic that you never considered before. The clock is ticking.
Tik-tok-tik-tok.
What do you do? You put pencil to paper.
You may have learnt some tips a few days ago.
Tips about the need for paragraphs. Tips about the types of adverbs to use (e.g. nevertheless). You may be overflowing with tips and tricks told to you by YouTube videos, trainers, and previous IELTS candidates.
In this post we will focus on how to approach the task of writing.
Follow these seven steps
Let’s start the journey on the right foot. Leave the stress-inducing exam hall behind, and enter the safety of your home.
We go step by step. Ready?
Step one
Read the prompt. Have you read the prompt correctly? Many candidates believe they are answering the prompt, when in reality, they are answering a prompt that wasn’t even asked!
So, read the prompt at least twice. Make sure you understand it.
Underline key words. Underline. Underline. Underline. Don’t be lazy.
Step two
Don’t write. Activate your grey cells.
Let’s take the example of this prompt – Some people think that it is necessary for the government to fund the arts.
What are your views?
What do you feel about funding the arts? Don’t say what you think other people want to hear.
What is your authentic reaction?
Step three
Don’t write. Speak. Remember, you are home–safe and sound.
Let’s say you are in favour of government funding. Now, state your argument for it. You may have this thought: funding the arts helps to promote the culture of a country.
Okay, that’s a good start.
Ask yourself, why is that important? You could say: in today’s globalized world, local culture is being marginalised by western culture.
Hmm… Good point. But what is so important about local culture? Why save it? And then a brilliant thought flashes through your alert mind—culture is the identity of a country. It is what makes a place unique, special.
Step four
Don’t write. Find other reasons to support your view.
Does culture attract tourists? Why? Will it lead to higher employment? How so?
Will there be an increase in tax revenue for the government? How would that happen? Can you cite a real-world example? For instance, is there a region you know that has benefited from tourism?
Step five
Don’t write.
Collect your thoughts. Say them out loud.
Record yourself on your cell phone. How does it sound? Is there a logical flow? Does each sentence build on the previous one?
I am currently reading a book, On Writing Well, by William Zinsser. His advice for good writing is: think in paragraphs. That is fabulous advice!
Don’t think in terms of sentences. Go for the big picture. See all the jigsaw pieces snugly fitting together, completing the puzzle.
Step six
Don’t write. Refine your arguments. Is everything you say aligned to the prompt? Are you focused like a laser?
Ask questions such as:
What is the central idea for the first paragraph? How about for the second one? Third one? Dig deeper into a paragraph. Is this the best supporting argument I can come with? Is this the most relevant example I can think of?
Do you have a friend who is preparing for IETLS? Do you know someone who is good at writing or speaking? If yes, ask them to listen to your recorded response. Ask for advice on how to improve your answer. They may come up with some interesting insights.
Step seven
It’s now time to write.
Write words; write sentences; write paragraphs.
There is a lot to keep in mind when writing. You must focus on grammatical accuracy. You need to use a wide range of vocabulary. In other words, make sure you use a variety of words. Don’t use the same words from the prompt. Use synonyms.
There are many, many steps hidden in this seventh step. For instance, you need to make sure your essay is coherent. There is not enough space in this post to cover them. We will touch on them in later posts.
The takeaway
When you are face to face with a prompt, don’t immediately start filling the page or screen.
Mull over the prompt.
Once you have some thoughts in your mind: speak.
Be sure to record your ‘speech’. Listen critically to what you have said. This will clarify your thinking. It will help you organise your essay–paragraph by paragraph.
Only after you are confident that you have a good essay in your mind: write.
If you sincerely practice these steps for three or four prompts, you will see an improvement in the content and structure of your essays.
And you will agree with me when I say that the act of writing is much more than putting words on a page.
For many candidates the writing module is the most difficult section of IELTS.
Why is this so?
Four reasons why IELTS writing is hard
Essay writing is not a priority at school
When I was at school, decades ago I admit, I don’t remember writing any essays. Things may have changed since then, but I doubt that there have been any drastic alterations to the educational system. Indian schools do not teach academic writing–at least not in any meaningful way.
Young Indians do not learn how to systematically analyze an issue, form opinions, and then defend those opinions. Our educational system rewards memorization and not critical thinking.
IELTS rewards critical thinking.
No habit of reading
After college, there is a mad scramble to get that dream job. For new recruits, the work pressure can be high. If one hasn’t developed the habit of reading in childhood, it is difficult to become a reader later in life.
In general, people have limited exposure to issues outside their domain of expertise. An engineer may know very little about the public healthcare system. A marketing associate may have never read a single article on music or theatre. A chemistry teacher may not be aware of the importance of studying sociology.
People who have a broader understanding of the world find it easier to tackle the wide range of topics in IELTS.
Hardly any meaningful conversations about the news
Often, our conversations tend to be superficial. When the conversation is about politics, culture, or society, we rarely discuss the underlying causesof an issue.
Consider the quality of debate on our national news channels. I rest my case.
People who explore issues in-depth tend to do better in IELTS.
Over-confidence in writing skills
This may be the most difficult point for us to acknowledge. Some people are convinced that their writing skills are quite good. In fact, some are under the impression that their essays are excellent!
Self-evaluation is a tricky business.
When it comes to language skills, we naturally compare our performance with that of our peers. That is a slippery slope for many reasons. One, you may be making errors that you are not aware of. Two, you may have a false sense of security because you feel that you are superior to the person sitting next to you. (That person’s language level may be very low.)
Beware of the illusion of competence.
What do you need to do?
To do well in IETLS (Writing Task 2) you need to form an opinion about the prompt, clearly state that opinion, and present supporting arguments in a persuasive, coherent manner. For that to happen, you need to be familiar with the structure of academic writing. And you need to have a good level of general knowledge.
For example, if the prompt in Task 2 is about space exploration, and you have never, ever in your life thought about the topic, then writing about it under examination conditions will be challenging. No doubt about it.
Start reading on a broad range of topics.
The way forward
There are deep, systemic reasons why candidates from India, and possibly other countries with similar educational systems, find IELTS writing so difficult. That is why it is hard to become an effective writer overnight.
It takes time, patience, practice, and some more practice.
The first step to improving your band score is to understand why you find writing so hard. Consider the four points above. Are there any points you relate to?
Take your time–introspect.
It will help you become a better writer.
Interested in improving your writing for IELTS? Read how following these seven steps can help.
This post will help you write in a more logical, thoughtful manner. And it will help you better evaluate what you read.
So, let’s start. Read the first part of this paragraph from a report and tell me whether it makes sense:
The market size is USD 100.The Republic of Wazoo is a potential market for our bicycles. Our business development team has been in contact with a major retailer in Wazoo. The main challenge in the country is distribution.
Don’t google Wazoo. The Republic of Wazoo does not exist.
My question to you is this: how logical is the flow of thoughts? Confusing. Yes, I agree. The sequencing of sentences is all jumbled up.
Here is a more readable version:
1. The Republic of Wazoo is a potential market for our bicycles. 2. The market size is USD 100. 3. The main challenge in the country is distribution. 4. Our business development team has been in contact with a major retailer in Wazoo.
Now, isn’t that better?
The first sentence introduces the theme of the report. The second sentence supports the first sentence by defining the market size in dollar terms. The third sentence introduces the main obstacle for entering this market. The fourth sentence states how this obstacle can be overcome. And then the fifth sentence will give us more information about the retailer. And then the sixth sentence will state how working with this retailer will help us have a presence in Wazoo. And then…
Can you see it? Can you feel it? Do you recognize the logical and organized flow of thoughts/ideas/assertions.
This logical flow of thoughts/ideas is called coherence. Coherence is really, really, really important. It is the underlying order in your email, business plan, report, essay, or anything else you write. It is how the different parts of your writing cooperate to create forward momentum, direction, and meaning.
Hint: When reviewing your writing for coherence, don’t focus on the individual words or phrases. View sentences as units of thoughts/ideas. And then ask yourself questions such as: How are these thoughts/ideas sequenced? Should they be re-arranged? Is there a well-structured argument which I am building up to?
Go behind the words. Meet the thoughts/ideas. Interact with them. Drink some coffee with them. Assess whether they make sense. Decide whether they are being well supported. Ensure that they are being presented in the most effective manner possible.
Let’s bring back the focus to the words in sentences. Read what you have written, and mull over these questions. What is the purpose of a particular sentence? Is it to introduce a new topic? Is it to give more details about what has been stated in a previous sentence? Is it to provide a concrete real-world example for a general statement that has been made earlier?
If you want to dive deep into coherence, I recommend On Writing Well by William Zinsser. It is a classic.
There is something secretive about coherence. When it is there in full force, not many readers notice it. It is hidden inside and in between words, sentences, and paragraphs.
But when it isn’t there…
Do you want to write better business emails? Have a read.
Have you ever asked this question to yourself? If you have, you are on the way to writing more effectively.
In my experience of conducting writing workshops at companies, I have found that many people are not particularly thoughtful when it comes to composing emails. They write a few lines without much thought. And then press the ‘send’ button.
Emails are written forms of communication that are permanent records. So, they do need to be taken seriously.
Let’s approach email writing within the framework of those most relevant of questions: why, who, what, how, where, and when.
A guide to better business email writing
1. Why
What is the purpose of your email? Is it to apologize to an upset customer? Is to remind colleagues about the Friday office party? Is it persuade a client to purchase a new product?
You should have a clear idea as to why you are composing an email. That will help you to determine the tone, content, and structure of your message.
Is your purpose to inform, persuade, reassure, or apologize?
Some people think that the answer to why is obvious.
I would still urge you to think about it. If you are a manager, ask your subordinates why they are sending certain emails. You may be surprised to hear their answers.
2. Who
Who is the receiver of your email?
If it is someone who is in a higher position than you, the tone would be more formal. If it is a colleague or a person reporting to you, the tone should be semi-formal.
If you want to be formal, you could start with: Dear Mr. So and so. If you want to be informal, go with: Hi So and so.
3. What
Once you have a clear understanding of why and who, then the next step is to answer the question: what. What pieces of information should you include in your message? What pieces of information should you leave out?
Do you remember the story of Goldilocks and the three bears?
She entered the empty cottage and there were three bowls of porridge on the table. Goldilocks selected the bowl of porridge which was neither too hot nor too cold. It was just right, temperature wise.
Similarly, when selecting information, select the relevant points. Make sure there is sufficient detail. And make sure there is no irrelevant information. Find that balance.
4. How
How will you communicate your thoughts, ideas, and information?
The kind of language you use depends on who your reader is.
For people working in the same team / department, there is a lot of shared knowledge and experience. So, you can use abbreviations and jargon — your readers will understand. Everyone’s on the same page.
However, if you are sending an email to a person outside your department / company / sector, think about what details and explanations need to be there. Are you using jargon that may not be understood? Would the reader be able to easily follow your message?
Remember this: just because what you have written is clear to YOU, it does not mean that the message will be clear to the reader.
How will you organize the email?
What piece of information comes first? What comes second? Ensure that your message is coherent. That means that there is a logical flow of thoughts / ideas / information.
Again, just because you think it is logical, that does not mean that it is. Get feedback from a colleague. Ask her if she thinks the receiver will understand your email. (This usually helps. A fresh pair of eyes is generally a good idea.)
5. Where
Nowadays, many people skim written material.
They do not see much value in taking the time to read emails. (You may be skimming these words right now.)
Imagine you send an email stating that the training session is at hotel X in city Z. After skimming your email, the reader may think that the event is at hotel X in city Y, instead of city Z. Does this type of confusion sound familiar to you?
Trust me: it happens. When stating the address of a place, be as clear as possible. Bold the details, if needed. Use space to separate the address from the rest of the text, if needed.
When possible, provide a Google Maps link as well.
While giving directions, be as precise as possible. Just because the way to the location is clear to you, it doesn’t mean… well, you know where I’m headed.
6. When
Timelines are crucial.
State clearly by when you would like the response / information. No need to be confrontational. Be polite.
You could write: I need the financial statements by 15 March.
Or: We would appreciate it if you would send us the financial statements by 15 March.
If you are communicating with people from outside India, you may want to specify the time zone, such as IST or GMT.
There is a specific aspect of when I would like to look at. Picture this: you are boiling mad, mad, mad. Your manager has sent you an email accusing you of something that you did not do.When do you send a response?
My suggestion: wait. If you feel that you need to take some immediate action, do this: write a response, but DO NOT click on the send button. Let the words simmer in your draft folder for a while. When you have calmed down, re-read your response. Have you provided sufficient evidence/justification for your assertions? Are you being as objective as possible? Are you using any emotional words that you may regret in the near future?
This is the last part of when, and is probably the most important part of this post. If you are planning to take away just one point from this post, this is it. When do you send your email? Do you send it just after typing it? I would recommend that you have a second look. Proofread. Are there any spelling errors? Is punctuation used correctly? Warning: The spell-checker function gives us a false sense of security.
Done with writing your email?
The time has come to edit.
Are your sentences well structured? Hint: In general, shorter sentences are better than longer ones. The longer the sentence, the higher the probability that it contains a grammatical error. The longer the sentence, the higher the probability that the message is not very clear. Write short sentences. Write. Short. Sentences.
Be sure that there are no errors, when it comes to grammar and vocabulary. Here are three common errors when writing an email message.
Make sure that your email makes sense to the reader.
Think about the why.
Does the email satisfy your original purpose? For example: Has the reader been reassured? Or has she been clearly informed?
When it is an important email, take more time. Answer the questions: why, who, what, how, where, and when.
Apart from the questions we have looked at, you could identify other questions which may be relevant to your message.
Slow down.
Don’t be in such a hurry. The extra few minutes you take for reviewing your email will be worthwhile. There will be a marked improvement in your communication skills.
For a different take on the topic of writing better emails, read this article from Harvard Business Review.
Here are three tips when it comes to email writing.
I understand that it may be tedious to go through this list every time you draft an email message. And you may be fine with the routine emails you need to write.
But, when it comes to difficult emails, such as raising an issue with your manager, or sending out a message to a wider audience than you are used to, I advise you to take the time and go through the list. And if you don’t want to take the time to answer all the questions, then choose an important question to answer.
To my mind, the most important question is why. For those difficult, or maybe uncomfortable emails, make sure you have a well-defined why.
Why is why so important? Because when you have a crystal-clear why, you would be able to respond in a more thoughtful, measured manner.
I’ve noticed that many people do not have time to learn about articles. They’re just not bothered, frankly. But, if you don’t use articles correctly, there will be grammatical errors in your presentations, emails and reports.
This is the third post on articles. In the previous posts, we looked at the indefinite and definite articles.
And now, for the grand finale.
Let us find out about that most mysterious article of all, the third type of article, known as the zero article.
To see the zero article, click twice inside the golden frame below. You will have to click twice, quickly. And then focus on the empty space within the frame. (Make sure you look at all parts of the frame, especially the corners.)
Before we talk more about this type of article we need to be clear about two concepts.
Read these two definitions:
Abstract nouns–An abstract noun is a noun that you cannot touch, see, smell, hear, or taste. For example, peace, love, and imagination are abstract nouns.
Plural count nouns–These are nouns that can be counted. Examples are: masks, beds, and vampires. You can say I see: five masks, three beds, and two vampires.
Did you get that?
Okay then.
We use the zero article before an abstract noun or before a plural count noun.
Simple as that.
Here are two sentences where we use the zero article.
Imagination is the need of the hour.
I don’t meet vampires after sunset.
In both these sentences, there is a zero article before the noun–imagination (abstract noun); vampires (plural count noun).
We are almost done here. I need to tell you about the times when we use the definite article the before an abstract noun or a plural count noun.
We use it when talking about something specific.
For instance: The imagination of a child is limitless.
Or: The vampires in my hometown are quite harmless.
In both these sentences, we are referring to a specific type of noun–the imaginationof a child; the vampires from my hometown.
Now that you know about the zero article, keep an eye out for it. Not people know about this hidden article.
For more on articles, visit British Council LearnEnglish.
amalfabian 
