The Importance Of Effective Written Communication

The Importance Of Effective create verb anyy CommunicationA chat has two ends to the stick it is peaceful of a speakers intention and a listeners reception of what is said. -Linda Slakey.Communication is neither transmission of message nor message itself but it is the mutual exchange of understanding, originating with the receiver. Effective communication is very necessary in argument. Communication is an essence of management. The basic functions of management i.e. Planning, Organizing, Staffing, Directing and Controlling cannot be performed tumefy without effective communication. Business communication involves constant settle of information. Feedback is an integral part of employment communication. Organizations these days be very large and it involves reduce of people. There are various levels of hierarchy in an organization. Greater the number of levels, more difficult is the job of managing the organization. Communication here plays a very important role in process o f directing and controlling the people in organization. Immediate feedback can be obtained and misunderstandings if any can be avoided. There should be effective communication between superiors and subordinated in an organization, between organization and order of magnitude at large. It is very essential for success and growth of an organization. Communication gaps should not occur in any organization.Business Communication is basically goal oriented. The normals, regulations and policies of the play along have to be communicated to people within and outside the organization. Business Communication is regulated by certain rules and norms. In early ms, line of reasoning communication was limit only to paper-work, telephone calls etc. But now with advent of technology, we have cell phones, video conferencing, emails, and satellite communication which support business communication. Effective business communication helps in building goodwill of an organization.Business Communicat ion can be of two typesOral Communication An oral communication can be formal or informal. Generally business communication is a formal means of communication, care cope withings, interviews, group discussion, speeches etc. Grapevine is an example of Informal business communication. write Communication write means of business communication includes agenda, reports, manual, letters, journals etc.WRITTEN COMMUNICATIONThe University of North Carolina defines pen communication as, clear expression of ideas in writing includes grammar, organization, and structure.To put it simply, indite communication is communication by means of written symbols that is communicated by or to or between people or groups.Thus, written communication is presentation of ideas or essays that make a clear point, supply details supporting that point and demonstrate unity and coherence of thought. It can be in form of letters, memos, circulars, bulletins, reports, instruction cards, manuals, magazines etc .The Importance of Effective compose CommunicationEffective written communication is an important aspect of business and personalised communication beca custom it sends messages that are flat, lacking other elements of communication such as tone of voice, body run-in and gestures. create verbally communication can be confusing, criminal offence and ineffective if it is poorly written, uses vague terminology or doesnt provide concrete definitions for message attempting to be sent. Importance of effective communication isPrint this article proposeThe purpose of effective written communication is to send a message with the intention of the receiver understanding the message and responding to it. For example, if a supervisor needs to desexualise a profit-and-loss statement to his manager, he whitethorn print it out, email it or fax it with the required information in writing. If the purpose of written communication is not achieved, the needed information may not be undersas welld , which can cause the manager to appear to his superior as being unorganized or unavailing to perform her duties appropriately.RequirementsEffective written communication should use appropriate spelling, punctuations and grammar. It communicates the information in such a way that the reader can understand, logically organizes the information, takes into friendship the format and style of writing based on the who its intended for and hi-fily outlines the information.OutcomeThe outcome of effective written communication is purpose, productivity and clear direction. Written communication has become integrated into daily life through email, text messaging and online chats. If written communication is effective, the receivers know what is expected and how to accomplish the goals. If its ineffective, more time will be spent to clarify than was originally needed.TypesWritten communication is any form of using written words to send a message. The contrary types of written communication are a handwritten letter, typed letter, email, text message and online chatting.ConsiderationWritten communication is appropriate in one situation, but may be inappropriate in others. For example, if a person is supposed to appear in court, calling the court house is an ineffective way to communicate with the government. Written communication is expected and functional way to communicate with the government. In order for communication to be effective, it must be sent to the appropriate people. For example, if a person has an issue with his boss, sending a letter to the customer service department would be ineffective way of communication because that department handles external complaints, not employee issues. wideness OF WRITTEN COMMUNICATIONWritten communication has great significance in todays business world. It is an innovative activity of mind. Effective written communication is essential for preparing suitable promotional materials for business development. Speech came before writing, but writing is more unique and formal than speech. Effective writing involves careful choice of words, their organization in correct order in destines formation as well as cohesive composition of sentences. Also, writing is more valid and reliable than speech. Advantages areWritten communication helps in laying down apparent principles, policies, procedures and rules for running of an organization.It is a permanent means of communication. Thus, it is very useful where record maintenance is required.It helps in right delegation of responsibilities. While in case of oral communication, it is impossible to fix and delegate responsibilities on the grounds of speech as it can be interpreted back by the speaker.Written communication is more precise and explicit.Effective written communication develops and enhances an organizations image and reputation.It provides ready records and references.Legal defences can depend upon written communication as it provides valid records.DISA DVANTAGES OF WRITTEN COMMUNICATIONWritten communication does not save upon the costs. It costs huge in terms of stationery and workforce employed in writing/typing and delivering letters.If the receivers of the written message are separated by distance and if they need to clear their doubts, the response is not spontaneous.Written communication is time-consuming as the feedback is not immediate in this case. The encoding and sending of message takes time.Effective written communication requires great skills and competencies in words and vocabulary use. Poor writing skills and quality have a negative impact on organizations image.Too much paper work and e-mails burden is involved.GUIDELINES FOR effectual WRITTEN COMMUNICATIONIn a personal or business setting, the ability to effectively communicate through written correspondence is a must. Written communication can take on many forms including email, text messages, memos, or letters. No matter what format you are using, there are a a few(prenominal) basic rules you should follow to ensure that written communication is correct and effective. These areSimplicityUse simple sentence structure should be there. Complex sentence structure can complicate what you are trying to say and can be easily misunderstood. Sentences should be concise and to the point. Instead of saying I would like to schedule a meeting to discuss the pertinent facts of the case at your earliest convenience, it should instead said Please let me know when we can meet to discuss the case.Avoid JargonUse jargon or language that only select group of individuals understand should not be used. Written communication should be accessible to your audience, no matter who you are communicating with. Technical language and jargon should only be used when more simplistic language will not work.SpecificityProvide specific details whenever possible and avoid writing in ambiguous or unclear details. Instead of writing I have a lot of experience working in th is field, write I have worked as an engineer for three and a half years.Be ConversationalWritten communication is different from academic or scholarly writing and it should be more conversational in nature. As a rule of thumb, write in similar fashion as talk. Read your message aloud to ensure that your writing sounds conversational.Avoid Gendered LanguageAvoid attaching masculine or feminine pronoun to your writing. While it is technically sound grammar to use he or his when gender is unknown or when referring to a group of people, the language may get around some people. To be on the safer side, do not use a gendered pronoun unless you are sure of the persons gender you are referencing.Avoid Passive Language make out active verbs instead of passive verbs to add interest to your written communication. Write I drove to the beach on Sunday, instead of When I was driving to the beach on Sunday. Using active voice will also allow you to sound more conversational, as we rarely use pas sive voice in verbal communication.Be PersonableIf you know the person you are writing to, acknowledge this relationship and Instead of using blanket pronouns such as you, use the persons name. Make the information you include in your written communication pertinent to the reader. Depending on the relationship you have with the person, begin and end your writing with an appropriate greeting. culture medium SelectionRight medium should be chosen for written communication. Whether you use email, text messaging, or a letter depends on who you are writing to and what you are writing about. If you have never used text messaging in the work environment, it may not be the best way to correspond with a coworker.Appropriate HumorUse humor in moderation, and only when appropriate for the situation. If you are unfamiliar with the reader, avoid making jokes so as not to dishonour the reader. If you have a good relationship with your reader, feel free to use humor in your written communication. Even if you know the reader well, avoid criminal offense humor.Proof ReadNo matter how good at writing you may be, it is critical to proof read your written communication. Check for spelling or grammatical errors in your writing. Make sure that what you have written effectively communicates the intended message.Confusing languageConfusing language means confusing words that can mislead the reader and can cause communication breakdown or barriers between the writer and the reader. Some words are ambiguous, bombastic, vague, trendy, exaggerated, inflated and archaic. It is meliorate to use the familiar word to the far-fetched, the concrete word to the abstract, the single word to the circumlocution and the short word to long.VerbosityVerbosity means the use of too many words. The overuse of words interferes with understanding. Sometimes they are unnecessary as they interrupt the readers understanding of the message. If verbosity persists, it may confuse and bore the reader. For exa mple Hes quick. (Ok) He moves quickly. (Better) Mohit was the winner (Ok) Mohit won (Better) The stability and quality of our financial performance will be developed through the profitable execution of our existing business, as well as the acquisition or development of new businesses. (Too long, too wordy, passive voice) We will improve our financial performance not only by executing our existing business more profitably but by acquiring or developing new businesses (Better, shorter, active voice)Information OverloadInformation surcharge means giving too much information, hence, reader becomes overwhelmed and confused. This may also cause frustration and cast doubts on the writers credibility. Therefore, as a writer, you must find what sort of information is required in order to produce a clear, concise and relevant written work.CHARACTERISTICS OF GOOD BUSINESS LETTERA business letter has to be courteous and considerate.It has to be precise and clear.It has to be complete.It has to be brief.It should be neat and have good appearanceCHARACTERISTICS OF GOOD BUSINESS newspaper publisherIt should be accurateIt should be simpleIt has to be precise and clearThere should be consistency in writing reportsBrevity and timelinessIt should be neatly presented and should be carefully documentedUse graphs, pie-charts, etc to show the numerical data records over years.CHARACTERISTICS OF GOOD MINUTESIt should be complete in all aspects such as all details should be included such as record topics discussed, decisions made, and action items.Positive language should be used rather than describing the discussion as heated or angry, use passionate, lively, or energeticall of which are just as true as the negative words.It should be clear and accurate