The Gravity of Clear Written Communication in Business
In any business organization, the main focus is often given to verbal communication when training on communication skills is given to employees in general. They are taught how to communicate when talking to someone in person or telephonically. There may be a business speech trainer who helps them improve enunciation. However, written communication is one of the most often used means of communication in the business world. Therefore, it is necessary to educate staff on the basics of providing clear written information.
The Difference between Written and Verbal Communication
The goal of all communication is the same: to present information or an idea or a concept to someone else. However, the methods vary, and often, so do the consequences. With verbal communication, you can use body language, vocal tone, intonation and even sometimes facial expressions to express your meaning. However, when you write or email, you only have your words to use which convey your message to the receiver.
Sarcasm, humour and even anger may not be relayed as simply with the written words as it could be done with verbal communication. Furthermore, you also do not get immediate feedback as you do when speaking over the phone or in person. Even silence conveys the idea that someone either does not understand what you said or does not agree whatever you said.
So, how to be Clear in Written Communication?
When you want to learn how to communicate to someone clearly in person or over the phone, you can simply hire a speech coach to teach you how to speak clearly. However, to communicate openly with the written word, you must learn through different means. Here are a few tips to help you in creating effective written communication with customers, employees and even outside vendors:
- First of all, recognize what you want to mention before you commence writing
- Keep your message simple and concise
- Break up text into short paragraphs and then in sentences
- Use bullet points to make the text more clear
- Consider the person you are writing to
- Encapsulate what you want the other person to do at the end of your message
- Proofread and editing is a must before sending a message
- Slang terms and jargons ought to be avoided or language the other person may not be familiar with should never be used
Much like verbal communication, you should consider the other person to whom you are writing a message. Imagine how they will understand what you are saying or what you want to say. While you do not need to deal with an accent when you are writing which can lead to misunderstandings, you do have to think about the words you say. If English is not their native language, they may mistake words you use for a different meaning. Avoid using large words or complicated terms.
From handwritten notes to e-mails to online chats and even to formal business letters, written communication is still one of the primary and prominent ways people speak to each other in the business world. This is a skill that must not be overlooked, especially as more companies work around the globe.
So, would you like to consider these points while pen downing your views next time?