Do you believe that the magic of success also lies in your written part? Do you think written communication skills are equally important as technical knowledge in the workplace to promote victory?
Then this article welcomes you to improve written communication skills efficiently as well as professionally.
The business world is conquered by the great impact of communication skills. Most of the legal communication involves written communication for evidence purposes and for proper understanding, also to implement tasks with a clear view.
In the following, amazing content we are about to cover the important protocols which include the learning of written communication skills in the workplace from the business perspective.
What is Written Communication?
We all know communication plays a very important role in everyone’s day to day life. It is a medium of delivering our thoughts to others as well as tools for understanding others. Here comes the written communication part performing the same task.
Let us discuss deeply what is written communication; also interesting ideas to improve written communication skills.
Written communication is considered as the central nervous system of the business world.
One should develop their own unique style of writing to impress the audience.
They can also include the influence of positive language while expressing and boosting their performance.
To achieve the above-said qualities we have to concentrate on the ideologies to improve written communication skills.
Types of Written Communication Skills:
Generally speaking, communication can be simply classified as Verbal and Non-verbal.
The verbal part includes three major weapons. They are written, oral and visual abilities which include symbols.
Non-Verbal types include eight different slangs.
Kinesics is the technical terms which in simple define the body language. Also, the term haptics defines the language of touch.
Proxemics explains the concept of space language; also chronemics is related to the time language in non-verbal communication.
It also includes silence, sign language, artifacts environmental, and paralanguage. Para language otherwise called vocalic determines and specifies the tone, speed, and accent of the language.
From the part of verbal, the types of written communication under the consideration of the workplace have various types.
They especially include email, letters, proposals, contracts, resumes, job descriptions, etc.
In this concept, we are going to concentrate on ideas to improve written communication skills from the workplace point of view.
Importance of Written Communication in Business:
As a general audience, you may be familiar with the concept of the importance of written communication during your academic performances.
Now we are moving or say improving our prospective from the workplace concept by implementing new ideas and tips along with our basic knowledge.
So yeah relax folks and let us discuss the importance of written communication in business from a professional perspective.
You may have extraordinary talents which include your technical performances and your innovative ideas. Also, includes great implementable strategies will support your organization’s growth.
But imagine you don’t have proper written communication skills. Although you have all the special talents, you should concentrate on how to improve written communication skills to exhibit it in a successful platform.
The importance of written communication in business also includes your resume writing, presentation skills during your interview process. The interview process is the screening test to qualify your specific talents. You may also visit this article which gives you amazing tips regarding the interview process.
In order to improve written communication skills and to know the powerful impacts on a career point of view, we should pay attention and focus on the concept called the importance of written communication.
Oral and Written Communication Skills:
As said above in the types of written communication, there are three weapons including oral. The combination of oral and written communication skills will play a great role on to improve written communication skills in the growing individual’s perspective surrounded by the working atmosphere.
The power of oral communication includes the formula of AIM.
Wondering what will be the abbreviation of AIM different from the normal one?
It can be considered as a formula for the implementation.
‘A’ stands for the audience, both in the oral and written communication skills implementations we majorly focus on the audience part. We should be so concerned about their need and ability and act accordingly.
‘I’ stands for intent, which includes the objective or goal for the particular project. We should always focus on the motto and should work hard with a neat sketched plan to accomplish the objective.
‘M’ here reveals the message section, as it is the purpose of doing the communication process. We must deliver our thoughts and knowledge about the project through the proper message.
Verbal and Written Communication Skills:
The concept of verbal and written communication skills includes verbal behavioral analysis.
The analysis part focuses on six themes to improve written communication skills.
1) Always have an idea of what are you doing, set the objective or goal to get a clear view.
2) Have the message content in a brief way, make it short and crisp.
3) Our main objective is to reach the receiver. So be sure at a point of making them understand well.
4) Always have empathy which will give you the proper solutions in satisfying or conveying the receiver.
5) Security check is mandatory for formal communication.
6) Observe the process with a quiet and pause mood. Slow down and concentrate on what you need.
Improve Written Communication Skills:
As conveyed earlier every growing individual should take necessary steps to improve written communication skills.
Now we shall work specifically on the concept of how to improve written communication skills in the workplace.
In today’s business communication emails, reports, presentations, etc plays a vital role and we should know the rules of presenting it in an effective way.
For example, let us work on creating proper mail with a certain set of rules to remember while implementing it.
In ancient days, people love to write letters before the entrance of the mail system. Still, now you can find people who are so obsessed with writing diaries.
Maybe you can be one among them, if not it’s okay because our current era leads a very different style than the ancient ones.
People valued the art of writing and have realized how it has powerful impacts on the reader or receiver.
Nowadays, times changed with the development of technology along with business correspondence.
So let us concentrate on how to improve written communication skills in the workplace according to the current business era.
Rules for Writing Email:
- Always start writing emails with greetings.
- A proper email should consume only two paragraphs and not more than that because more than that involves report writing, not an email notification.
- We should not use SMS language. For example, ‘lol’, ‘ASAP’ and very common mistake everyone does is that using ‘u’ instead of you.
- We are not supposed to use colloquial language. In simple terms, we are not supposed to use impolite, rude, or unprofessional causal language.
- We must not include any sort of gender discrimination language mentioning lady doctors instead of doctors and chairmen instead of the chairperson. Do not call out or mention their gender unless it is necessary.
- Do not use flowery languages such as phrases and idioms. It produces an inappropriate feel to the content and describes an unprofessional way.
- Do not involve any kind of slang words such as bro instead of brother and wanna instead of wanted to.
Step 1: Header section which involves from part; followed by to whom details and a most important part called the subject which defines the purpose of the mail.
Step 2: Always suggested to use greetings in the body of the content and start with madam or sir.
Step 3: The content of the mail should have the proper formal reason and must convey its objective.
Step 4: The body of the mail should portray situations and if relevant can involve benefits and call the receiver to action.
Step 5: Also, concentrate on the closing line by the proper conclusion.
Step 6: Conclude with your signature and do attach documents if necessary.
General Etiquette to Improve Written Communication Skills in the Workplace:
- Do concentrate on your audience, always think about them and their needs and their understanding ability and frame accordingly.
- Remember the consequences and the impacts of the result while delivering it. Use formal words to address the content for a professional approach.
- Make clear that you have obtained the objective or the purpose of your content.
- Stop confusing while using common words such as affect/effect, accept/except, principle/principal, then/than, your/you’re, there/their/they’re, career/carrier.
- Make a complete agenda that includes topics, participants, hosts, greetings, time, review, or feedback, and thank you note.
- Meet the essentials and play an efficient role to conquer or to handle situations with influencing the positive language.
Abc for Written Communication:
You are right!! Abc for written communication implies a basic idea or effective alphabetical formula to improve written communication skills.
Accuracy is the most important topic in the written communication part. It involves the grammatical part which helps in better conveyance. Also, it states facts to improve efficiency. It includes references for future needs.
Brevity involves the usage of words with a positive influence as well as the economy while choosing the words. Also, avoid the repetition of contents and redundancy factors until and unless it is necessary.
Clarity is the most specific and important task to be accomplished by a writer or sender. Have a clear idea of what to be conveyed and how to be covered with the proper framework. Also, use proper and appropriate punctuation for user-friendly reference.
Barriers to Written Communication:
We have to concentrate on barriers to improve written communication skills efficiently.
The barriers to written communication are listed below.
We always have a part of losing our own interest, which will result in missing out on the content. So the reader or receiver will not be able to follow the message delivered.
We always focus on using our knowledge capacity while conveying the message. But we are not focusing on the knowledge or understanding ability of the receiver. If the reader has low knowledge about the particular content it will result in an improper understanding of the message.
Avoid conflicting messages which will also lead to misunderstanding of the message.
Do not develop the message with too much information overloaded because it may result in spoiling the intent of the message.
Don’t be emotionally distracted and show your emotions in the reply message which is not permitted in the working atmosphere.
Advantages of Written Communication:
The task on how to improve written communication skills also involves great advantages.
Let us see the advantages of written communication.
Written communication always has evidence or proof in case of any issue or conflict arises.
It will avoid uncomfortable face to face situations while ordering, requesting, and while tackling important issues.
The utilization of time is efficient in written communication because it provides the receiver or reader enough time to react and take action regarding it.
Also, we can transfer many copies to the required people in a large amount without spending much time on it.
In Written communication, the power of words has a great impact on people.
Do you remember the proverb called pen is mightier than the sword? Yeah, folks!! You can create your own identity and also help in the promotion of your organization through effective written communication skills.
Hope you people have benefited from the concepts on how to improve written communication skills and share your experience in the comments section.