Similar Articles Under - Business Communication. To Know more, click on About Us. The use of this material is free for learning and education purpose. Please reference authorship of content used, including link s to ManagementStudyGuide. Written communication helps in laying down apparent principles, policies and rules for running of an organization. It is a permanent means of communication. More minor frequent miscommunications create a hostile company culture. Make sure your human resource department is well-trained and ready to address any miscommunications that occur amongst staff.
Team building- Effective written communication assists employees in understanding their respective roles and responsibilities. Clear concise communication about role expectations help to decrease stress, provide direction, and limit both costly mistakes and a hostile company culture.
Established effective written communication etiquette helps minimize communication gaps and improves team building. Happier employees- Employees who effectively communicate start to look forward to coming to work. Effective written communication is essential to employees being happier and more productive in the workplace. Make sure to offer your employees support by regularly providing the opportunity for them to give feedback. The best way to do so is often to inquire about their successes, difficulties, and challenges.
Allowing employees to respond in a written communication format may help them to feel less pressured, and give them more time to form their opinions. Consistency- Make sure your team is provided the same information to increase the probability of consistent external communications. When staff receives conflicting or nonuniform data, there will inevitably be miscommunications. Miscommunications negatively affect the efficiency of your company, both internally and externally.
A clear concise communicative company is much more attractive to customers and clients. Make some sentences as short as 14 words and a few perhaps as long as 30 words. With a long sentence, find a place to cut it in two, or turn part of the sentence into a couple of bullets. A paragraph is usually two or more sentences that address a single thought or topic.
You can keep a paragraph tight i. When you find the focus changing, start a new paragraph. Long paragraphs are difficult to read and turn readers off. Keep paragraphs easy to read by making them shorter than seven lines. Longer paragraphs are difficult for the eye to penetrate. A cover letter made up of long paragraphs won't get read as often because it is more difficult to understand and sends the reader a negative message about your ability to communicate clearly and concisely.
As editors say, "If in doubt, cut it out. A fast way to upgrade the clarity and structure of your writing is by using Grammarly , which checks your spelling, grammar and punctuation for free. It will tell you when your tone is informative, friendly, angry or defiant.
The free version is a must-have, and the premium version could make a significant difference in how your correspondence is received by managers and colleagues. The Writing Center at the University of Richmond in Virginia addresses the issue of clarity in writing and offers these five pithy commentaries on improving your communication skills:.
Guidelines for Nonsexist Usage. Avoiding Cliches and Tired Phrases. Commonly Confused Words. Confusing Pronouns. Putting Voice into Writing. Explain in clear terms what you want the reader to do. Tone can help your writing be more effective. Certain forms of communication, like memorandums and proposals , need a formal tone. Writing to someone you know well would need a more informal tone. The kind of tone depends on the audience and purpose of the writing. Effective written communication stays on topic.
Avoid information that is not relevant. Clarity is key. Less is more when it comes to length. Keep sentences and paragraphs short and concise, since long, complicated sentences will slow the reader down. Leave out words that do not contribute to the main focus of the communication.
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