Tips for Effective Written Communication

Written communication is the most basic form of communication used in today’s business world. However, it took time before it became the communication channel since speech was introduced first, then writing followed afterward.

It takes a lot of practice for written communication to be declared effective. There must be a selective choice of words. Once chosen, ensure that you organize them correspondingly in a sentence.

Although speech is unconstrained, writing takes time and may experience some irregularities ahead, not to mention delays in getting feedback. Writing proves to be more reliable and convenient, unlike speech.

Every business owner should be on their toes and encourage effective written communication in their firm as it may be beneficial to any firm out there. Effective written communication can also be used in institutional centers to pass learning information to students. Here are a few tips to succeed in effective written communication. Read on!

Speed. One way to ensure that you keep your business on your toes is by possessing the ability to communicate faster with your office staff, business partners, and, more so, prospective customers/clients. Speed is key to any running business and individual success in today’s world.

You can tell if your company is doing well if, to some extent, it’s able to respond quickly to the shifts in demand and marketing trends. Thanks to the exponential acceleration of technology. There’s a witness to the remarkable transformation of how the business can keep up with urgency more than before.

You can implement the idea of introducing several technologies and IT designs if your business belongs to the small and mid-sized business(SMBs) categories. These tools will beat you hands down when it comes to supporting the enhancement and will achieve a faster and proficient channel of communication.

Other platforms that can fasten up your communication for a more responsive organization are if you employ new data center technologies. Data centers will ensure the growth of your business. What’s more, you’ll enjoy the great rewards of security compliance that will offer your firm both off or non-premise, which in turn it will leverage your collocation needs.

Again, let us picture it this way, you’re communicating with your friends, family members, or other people on an individual level. It’s essential to write in speed to save your time and others’ time.

The faster you write an email, fax, or even a short message, the faster the speed within which you’ll receive feedback. Therefore, you’ll be able to make prompt decisions in matters requiring urgent attention.

Prepare powerful sentences. Even when writing, there’s a way you can sound like an authority and command your readers’ attention. You can also get them to follow your instructions. Don’t just be comfortable with your flakiness in written communication.

Be persuasive, and before you know it, the audience will buy into your ideas, act on your instructions and beg to buy your products and services. One way of preparing powerful sentences starts with understanding how powerful writing is vital. By power, it simply means that your essay should be simple, contrasted, and above all, straight to the point.

Writing with authority eradicates redundancy. You don’t have to show your reader how blank you are by always sounding irrelevant in almost all your sentences. If you’re a wishy-washy content writer, you’ll always try to side-step into the central concept. Your ideas don’t have to overlap each other.

Quit the rambling, rattling, and prattling and for once, think about your audience. Don’t ever forget about inserting a complete stop. Imagine if you sing without breathing, imagine walking for a thousand miles without stopping to rest? That’s precisely how your readers have to endure with reading long sentences. When your sentences are long, your audience will lose the appetite to continue reading. There’ll have to wrap it there and grasp some bit of fresh air, snacks, or a bottle of a cold drink.

The moment they seek a break, that’s the moment their minds will drift apart. You can conclude what’s next. They have no business with whatsoever message you wanted to put across. What a pity.

It’s even sad that you wasted your time, energy to write an entire page, your link, and still, your message is hanging there, and nobody has taken any action. Add a full stop to add more power to your words.

Emphasize vital ideas in your writing. Before writing, put everything on a stand-still and take a moment to reflect on what you’ll be writing. Have clarity of purpose and always put yourself in your readers” shoes. Do you know your readers if somebody would ask you this question? Are you aware of what you should write(topic)?

There is no way you’ll write to your boss as if you’re writing to your closest companion. You’ll want to observe lanes and the rules of formalities. Likewise, you cant craft your scholarship letter as if you’re writing an essay about your pet.

This might sound off, but I hope it will drive the point home. Have you ever heard of the saying that; “the way to a man’s heart is through his stomach”? The food needs to be finger-licking, not just presenting many burnt foods to him. Even with the simplest meals like egg curry, you’ll find that it is burnt, and you expect to secure a place in his heart. Dream on!.

Do whatever it takes to up your cooking skills. Go for that recipe book, purchase your ingredients from the local organic spice shop, get your cooking tools ready, and start. If you’re a man, you’d also do everything it takes to impress the love of your life.

 Every woman dreams of having a superman by their right-hand side. They want a man who is a chef, doctor, teacher, and everything in their man. The point is, every piece of writing requires planning, resources, and a convenient time to put that content down on a piece of paper.

Prewrite your ideas down fast and foremost. Your ideas should be expressed well and organized systematically. Transfer your pictures from a mere abstract into more concrete chunks that are easy to digest.

Next, you have to come up with a good topic. Let your case be general. A significant topic is detailed and focuses on the assignment without falling out of place. It also focuses on delivering the purpose and pleasing your readers as well. Lastly, engage in freestyling, and, finally, ask yourself questions such as who? What? Where? When? And how?

Develop Logical Paragraphs. It can also be considered a sentence organization. Developing logical paragraphs is essential because it helps your readers  into your thoughts and follows the development of your plots and ide

By development, what you should put in mind is the ability to write in chronological order, compare and contrast, logical division of ideas, the order of relevancy, the cause and the effect of your paragraphs.

Writing paragraphs in chronological order makes it as enjoyable as possible. You can also use expressions like first, next, after that, finally, in addition to, perhaps, more so, furthermore, since then, although, and so many. These words are referred to as transition words, and they’ll add your writing that ”wow” factor.

Comparing and contrasting helps the develop a list that shows similarities and differences. It also helps them know which one should they focus on, and in this case, after making your final decision, you’ll organize your paper more transparently and effectively.

When comparing and contrasting, you can insert your ideas and content in a Venn diagram to simplify things for you.

Topic statement. A topic statement, or rather a topic sentence, is the introductory sentence of a paragraph that helps determine the general outline of your writing will be all about. The topic statement provides information that will allow more room for multiple related subtopics to give your writing purpose and clarity

It also introduces the next subject of the rest of the paragraphs. In addition, it helps to provide structure in a piece of writing. A topic statement may be in the form of letters, memos, or emails.

Logically connect ideas. To relate ideas means to be coherent in a lame man’s language. It means that you should try as much as possible to showcase consistency with your thoughts. Protect your receivers from being in a state whereby their jumble of emotions and characters in your writing is all confusing, boring, and exhaustive for them.

Being a writer isn’t easy, and especially forging ideas can be an endless challenge. Suppose your content doesn’t flow simultaneously and consists of too many overlapping ideas. That case will result in speaker A being at loggerheads with speaker B regarding how their dialogue will be heading.

If you’re writing a message, stick to the topic. Don’t discuss so many things that are irrelevant in a single message. Many of us are guilty when it comes to this behavior. None is to be blamed because everybody loves telling their stories when you think of it. However, your thoughts will be organized when you stay rooted to the ground, and the audience will get your point.

If you have so many things to discuss, which may be essential and can’t be ignored, you can try to categorize them. Would you mind putting them in the form of numbers, bullet points, asterisks, etc.? They’ll shorten your messages and simplify your audience to internalize your ideas.

To add coherence to your paragraphs, use connecting words and phrases—also, sequence events in chronological order. Don’t mention one incomplete event and jump to another one. Narrate events one after the other and ensure that they make sense to the readers.

Unify paragraphs. To confirm that your paragraphs are unified, guarantee that every sentence you’ve written passed across the detailed message towards the topic of discussion. Your sections should also gather their facts right. Don’t write anything that lacks evidence or proof of the statement. Especially when mentioning anything to do with statistics and figures.

Avoid writing rumors, cliches, myths, and misconceptions. An effective paragraph explains the topic, exemplifies the subject of concern, and expounds on the thesis statement.

Develop your paragraphs by a process so that it gives a concise description. It is also referred to as formulating the section because it follows a series of methods and techniques. The writer usually addresses his thesis statement in a generalized manner analyzing it point by point with less or no abstraction.

Proofread your work. When you’re finally done writing your document, the next crucial step that is left is for you to check for spelling and grammar. Any mistakes, if treated casually, may have consequences to the writer or the organization. Unattended errors will ruin your reputation as an author. Readers will lose confidence in your work.

In addition, it lowers the quality of your paper when it appears for marking. When writing, separate the time to write and the time to proofread. Don’t just do everything at the same time. The method implemented isn’t going to work. Invest in digital editing software before you proofread. The technology found in software simplifies your overall work, and it is very accurate compared to relying on your memory for corrections.

Be careful to check on other errors which the digital software might fail to successfully correct. For example, the homonyms errors. Finally, when you’re done correcting, read backward. Your brains will help in detecting mistakes automatically.

Various Perspectives when it comes to Written Communication

  1. Structural perspective. The structural approach of communication is based on real-life situations that influence public relations, decisions, and the burning desire to accommodate communication from different angles, whether for the organization or the general public.

The system is obtained from the previous use of functionalism hierarchy and the system’s staircases in anthropology, biology, political science, and sociology. In this case, society is the said structure with interrelated sectors—for example, the public relations as s structure and processes.

It is usually subject to the institution’s existence concerning its internal and external environment. This is because it holds some common ground beliefs. These beliefs are:

  • No misdirecting
  • Avoid greenwashing – Greenwashing is a marketing and communication aggressiveness used by companies and other firms. It involves brainwashing the public with different beliefs and exaggerating information to buy the customers”/clients” affection and trust, which will yield extensive profit to their businesses.

The perfect example of greenwashing is green computing or green IT. The public is fooled into thinking that technology aims at saving the environment. They say it saves on paper it reduces the emission of carbon(iv) oxide (CO2) because it focuses on online engagements.

However, that is a big fat lie because the tech components, which largely contribute to the manufacturing of the tech devices, are a by-product of the rare earth minerals. Thus, obtaining them requires mining which is hazardous to the environment in the long run.

  • Avoid conflict of interest and disagreements.

The perspective approach, in short, tries to tell us that words are signs which help in communicating. They carry a lot of weight and are, thus, important when it comes to public speaking.

They help out to simplify complicated terms and give out explanations to them. They are also the building blocks of communication. Examples of the building blocks include; verbs, adjectives, nouns, prepositions, adverbs, and articles.

  • Objective Perspective. The approach tells us that there is a possibility that specific rules, agendas, regulations, and methods can be looked into and at the same time anticipated.

Major styles of writing

  1. Colloquial Language. It involves informal words, phrases, and the use of slang words. It is a style of writing which describes the casual way of communicating. Most people tend to use this linguistic style of speech to communicate.

Colloquialism primarily uses exclamations and, at some points, expressive decisions. When slang is used in colloquialism, it may be limited to a marginalized group and not a large group.

Writers embrace colloquial language as a part of speech to identify themselves with the members of a particular group and exercise authenticity.

It’s a way of showing togetherness and continuing with the same spirit of recognizing other groups. For example, a writer may be from Asia but will, when writing concerning Africa, may use a phrase like ”Jambo” to make the reader feel like the writer acknowledges their beliefs and appreciates their origin and language.

  1. Casual language.

It may also be referred to as informal language. It is very spontaneous, and you can use it when speaking to your peers, family, and friends. Aside from talking about it, you can also write it or use it in conversations.

When crafting personal emails, text messages, and business transactions, you can always use informal language. The tone is unique. You can use the first person when communicating or conversing.

  1. Formal language.

It is the exact opposite of casual language. Formal language is always personal as compared to informal language. You can use it to write professionally or academically.

When it comes to this type of language, it forbids the use of colloquialisms, contractions, or first-person pronouns like the ”I” or ”we”.

It uses a different tone, has its own choice of words, and the way the terms are used is other than the casual language.

Importance of written communication.

  • Written communication helps lay down instructions, memos, formal reports, policy manuals, rules and regulations, letters, and information bulletins. All this helps in the daily running of the business.
  • It acts as a piece of evidence in various events and proceedings.
  • Written communication is always in the form of records documentation and decisions made from time to time. Written communication tends to be a permanent way of conveying information in the organization.
  • It is also valuable for future events if there’s a need to trace details and vital information, as well as when decisions have to be made promptly. It is easy for the firm to refer to existing written rules and guidelines.
  • Written communication is conventional by nature. It uses a few rules of grammar when conveying the language. Hence it reduces the chances of arguments and misjudgment when interpreting information.

This could be the case where people are usually cautious with writing than with speech. They make sure before putting words down. It is logical, considered, and obvious. Also, the message is usually undergoing translation and checking.

  • Written communication is always formal in writing and as well authoritative. It means that the presence of the sender and receiver is only needed at a certain point.
  • Written information comes in handy, especially when transmitting lengthy statistical data. Thus, it helps in saving time. When the sender gives out information, a receiver will take the shortest time to think logically but surely reply to the message.
  • Written communication has got rules and regulations attached to it. Hence, it helps to delegate duties and responsibilities. It is difficult to pass out authority orally as the speaker might swallow back their words or fail to acknowledge and take action.
  • Effective written communication develops and improves the corporative image, opening doors for expansive markets and increasing the organization’s popularity. It would increase customers, increase profit, and boost productivity.

Conclusion

Now that we have discussed almost everything that pertains to effective written communication, it’s time to take the bulls by the horns.

You better start practicing how to write effectively to enhance your skills as a student, entrepreneur, business owner, or for the sake of the brand you desire to put up soon.

Good writing takes tie, but you have to perfect your skills.  Nonetheless, don’t panic if you feel like writing is too much to ask for and you’re more comfortable with speech delivery.

We understand the fact that not everybody has the same gifts as others. Writing has been our specialization for the longest time. We love helping others revive confidence in their work and support where our clients are stuck.

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