The Importance Of Effective Written Communication

The grandness Of sound write communicatingA chat has two ends to the stick it is composed of a speakers intention and a listeners reply of what is said. -Linda Slakey. intercourse is neither transmission of message nor message itself but it is the interchangeable exchange of witnessing, originating with the murderer. Effective parley is very necessary in production line. Communication is an essence of management. The basic functions of management i.e. Planning, Organizing, Staffing, Directing and Controlling stop non be performed vigorous without effective discourse. Business conversation involves constant flow of information. Feedback is an integral relegate of business communication. Organizations these days ar very large and it involves number of people. at that place be various levels of hierarchy in an presidential term. Greater the number of levels, more(prenominal) difficult is the job of managing the organization. Communication here plays a very of the essence(p) role in process of directing and controlling the people in organization. Immediate feedback can be obtained and misunderstandings if any can be avoided. on that point should be effective communication between superiors and subordinated in an organization, between organization and society at large. It is very essential for success and growth of an organization. Communication gaps should non occur in any organization.Business Communication is fundament entirelyy goal oriented. The rules, regulations and policies of the company drive to be communicated to people within and outback(a) the organization. Business Communication is regulated by certain rules and norms. In too soon times, business communication was limited that to paper-work, telephone calls etc. further now with advent of technology, we have cell phones, video conferencing, emails, and satellite communication which support business communication. Effective business communication helps in edifice goodish will of an organization.Business Communication can be of two types oral examination Communication An oral communication can be formal or informal. Generally business communication is a formal kernel of communication, alike(p) meetings, interviews, crowd discussion, speeches etc. Grapevine is an example of Informal business communication. pen Communication indite gist of business communication includes agenda, reports, manual, allowters, journals etc.scripted parleyThe University of North Carolina defines write communication as, crap expression of ideas in constitution includes grammar, organization, and structure.To put it simply, scripted communication is communication by sum of write symbols that is communicated by or to or between people or groups.Thus, pen communication is presentation of ideas or es severalises that make a ingest point, supply details supporting that point and demonstrate unity and tackiness of thought. It can be in form of letters, memos, cir culars, bulletins, reports, instruction cards, manuals, magazines etc.The richness of Effective write CommunicationEffective create verbally communication is an important aspect of business and personal communication be capture it sends messages that argon flat, lacking new(prenominal) elements of communication such as tone of voice, body language and gestures. write communication can be confvictimization, offensive and ineffective if it is poorly written, drug ab parts obtuse terminology or doesnt provide concrete definitions for message attempting to be sent. Importance of effective communication isPrint this articlePurposeThe 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 get a profit-and-loss statement to his manager, he may print it out, email it or telefax it with the required information in indite. If the purpose of written communi cation is not achieved, the needed information may not be understood, which can exercise the manager to appear to his superior as being unorganized or unable to perform her duties distractly.RequirementsEffective written communication should use leave spelling, punctuations and grammar. It communicates the information in such a way that the reader can understand, logically organizes the information, takes into consideration the format and style of piece of opus based on the who its think for and accurately outlines the information.OutcomeThe outcome of effective written communication is purpose, productivity and clear direction. Written communication has become integrated into cursory life through email, text messaging and online chats. If written communication is effective, the receivers cut 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 writ ten oral communication to send a message. The different types of written communication be 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 of battle 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 attend department would be ineffective way of communication because that department handles outside(a) complaints, not employee issues.IMPORTANCE OF WRITTEN COMMUNICATIONWritten communication has spacious significance in todays business world. It is an innovative activity of mind. Effective written communicat ion is essential for preparing worthy promotional materials for business development. Speech came in the beginning writing, but writing is more unique and formal than speech. Effective writing involves careful choice of words, their organization in correct order in sentences 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 performer of communication. Thus, it is very useful where record maintenance is required.It helps in proper missionary work 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 direct upon written communication as it provides valid records.DISADVANTAGES OF WRITTEN COMMUNICATIONWritten communication does not save upon the costs. It costs huge in footing of stationery and manpower 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 language and vocabulary use. Poor writing skills and smell have a negative impact on organizations image. in any case much paper work and e-mails burden is involved.GUIDELINES FOR EFFECTIVE WRITTEN COMMUNICATIONIn a personal or business setting, the ability to in effect communicate through written correspondence is a must. Written co mmunication can take on many forms including email, text messages, memos, or letters. No matter what format you are using, there are a fewer basic rules you should follow to ensure that written communication is correct and effective. These areSimplicity intention simple sentence structure should be there. intricate 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 communicativeize I would like to schedule a meeting to discuss the apposite facts of the case at your earliest convenience, it should rather said Please let me know when we can meet to discuss the case. vitiate 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.SpecificityProvid e specific details whenever possible and avoid writing in ambiguous or unclear details. Instead of writing I have a lot of experience working in this field, write I have worked as an engineer for three and a half years.Be ConversationalWritten communication is different from academic or bookish writing and it should be more conversational in nature. As a rule of thumb, write in similar fashion as talk. order 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 offend 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 LanguageChoose active verbs instead of motionless verbs to add interest to your written communication. Write I drove to the coast on Sunday, instead of When I was driving to the beach on Sunday. utilize active voice will also allow you to sound more conversational, as we rarely use passive voice in verbal communication.Be PersonableIf you know the person you are writing to, bang 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.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 opera hat way to correspond with a coworker.Appropriate HumorUse sense of humour in moderation, and only when appropriate for the situation. If you are unfamiliar with the reader, avoid mak ing jokes so as not to offend 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 offensive humor.Proof establishNo matter how good at writing you may be, it is exact 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 dislocation or barriers between the writer and the reader. Some words are ambiguous, bombastic, vague, trendy, exaggerated, high-minded and archaic. It is better to use the familiar word to the far-fetched, the concrete word to the abstract, the individual(a) 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. Some times they are unnecessary as they interrupt the readers understanding of the message. If verbosity persists, it may turn off and bore the reader. For example Hes quick. (Ok) He moves quickly. (Better) Mohit was the winner (Ok) Mohit won (Better) The stability and quality of our fiscal performance will be developed through the lucrative 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 create new businesses (Better, shorter, active voice)Information OverloadInformation overload 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 steady down what sort of information is required in order to produce a clear, concise and relevant written work. CHARACTERISTICS OF severe 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 REPORTIt 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 enterUse graphs, pie-charts, etc to show the numerical data records over years.CHARACTERISTICS OF GOOD proceedingIt should be complete in all aspects such as all details should be included such as record topics discussed, decisions made, and legal 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