Out of all of the medium where written communication is used, businesses and corporate rely the most on written communication and it includes business emails, notes, meeting recaps, company newsletters, etc.
Written communication is the most suitable and dependent for topics related to jobs, social media, marketing and other types of industries.
The greatest advantage of written communication is that it can be referred anytime whenever anyone needs.
What’s good about this article without checking out our article on Vocabulary?
- What does Written Communication mean
- Skills that enhance written skill
- Importance of written communication
- How to improve written communication at work place
- General practices and tips to improve and be better at writing skills
- Types of written communication
What does Written Communication mean?
Written communication refers to the communication in the mode of writing which includes both formal and informal mode. Formal mode includes resume, business emails, Presentation, writing articles for newspaper, writing sales copy which includes copy writing skills. Informal mode includes texting, personal brand blogs, etc.
It simply means, making the use of written words to deliver information. Any written copy in any form and can be read and interpret by the readers.
Skills that enhance written skills
While using informal way of communication, we send the text at one go without giving it a second thought. On the other hand, if the message is sent to someone with whom you have formal relationship, you always would want to have a brief idea of what you want to cover. Also, once an email or an important proposal is sent it can not be erased or undone.
Before writing any your thoughts directly into paper or online it is important to first plan your content very well so as to avoid mistakes. This is because the messages we send are more serious and thoughtful.
Usage of vocabulary :-
While communicating, the words we choose affects the way the message is received. One of the biggest mistake that people use, is they use a lot of fancy words thinking that it may make you look intelligent which is not the case. But, the real sign of knowledge and intelligence is the ability to explain the context in the most simple words possible. Also read our blog on Business English to excel at work!
The structure of the content should be simple and easy to understand. Mostly, the content should be written with proper usage of spacing, lists, bullet points and breaking up of paragraphs. Think about how you would want that information to look and understood if you were the reader.
Editing the content :-
Lastly, read it out loud to find if there is any grammatical error or any silly mistakes and them correcting it.
Why written communication is important?
1. It allows organisation to be more productive and authentic. That means the brand image or the goodwill of the company to portray it in such a way that it speaks for itself.
2. Secondly, the team members of the company are also able to increase their productivity, if they are able to communicate well in written manner.
3. Thirdly, written communication is the only problem solver when it comes to sales or negotiation skills. The content must be written in such a manner that the other party feel it’s a win-win situation.
4. In informal relationships, a hand written letter can fundamentally change as to who you are and can impact the receiver in an immeasurable way.
5. Well written communication form of content helps to define goals, objectives or mission. It helps in solving problem.
6. Oral communication is spontaneous and written communication is based on creative side and it needs conscious effort .
Tips to improve written communication at work place
1.Usage of short sentences –
Short sentences are easy to read and easy to understood than long ones. If any sentence you are writing feels too long, break it down to two.
2. Usage of short paragraphs–
In the same way as sentences, long paras are also difficult to read and understand. So make sure one paragraph doesn’t contain more than 5 lines.
3. Obviously, capitalize the first letter of each sentence. Hitting the shift button must not be that hard.
4. To make a person feel valued, use their name referring to them.
5. Be crystal clear and concise.
6. Look for probable misunderstanding and make sure to clear it.
7. Communicating with a friendly tone will make you more understandable and your receiver receptive.
8. When you receive a message which has multiple questions, try to answer each question asked.
9. Use key points.
10. Proof read every message or email you send.
A video that broke the internet ;D
General practices and tips to improve and be better at writing skills
1. Don’t write all CAPS– It looks so rude and harsh. When written in all caps we read it differently and it can sound really aggressive. Use them only when you are really upset or angry about something to express it.
2. Have great highlighting technique when you want people to focus on something. Go for bold or italic style or underline it.
3. Keep some fixed and common phrases always handy to use so that you have your own signature style of writing and don’t go overboard with it.
4. Use they / them to make your sentences shorter.
5. Use punctuation marks carefully. They really misguide people sometimes. Save your exclamation marks for only special points.
6. Remember this- Simple done accurately is better than complicated done inaccurately.
7. Do not use contractions in emails, presentations and resumes.
8. Reduce your word count– Use few words as possible to do this avoid words like very, a lot, really they are empty calories in English. Use instead really happy use enlightened, instead of using so scared use terrified.
9. Avoid using there is/ there are because most of the time they act as fillers and reducing them increases the quality of your writing.
10. Read the right materials, websites and books- Familiarize yourself with all the types of right writing to understand better.
11. Check your own work always you do not want to miss this ever. Write less and check more.
12. Take feedback from the right people.
Types of written communication
The two main types of communication skill are oral and written communication.
However, written communication in itself has its types too. Some of these forms are very relevant in today’s time and they are email, internet websites, research papers, proposals, contracts, advertisements, news, etc. Know more here.
The types of written communication are as follows :
1. Transactional written communication-
This is a message regarding transactions or contracts. Generally send them to get results. It could be a quick clarification, agenda for meeting, etc.
The point of writing this is to get response from the person to whom it was sent. The receiver reverts back with a timely response as early as possible.
2. Informational written communication-
It includes sender delivering the message to inform the receiver. It is to convey a message for receiver’s benefit. Since it will be sent on an informational intent, it does not need response.
If the receiver has got some questions or queries regarding it only then the receiver has to reply. Send this type of message either to an individual or a group of people.
3. Instructional written communication-
This type of communication gives the receivers directions or instructions to do a task or to help them. If the receiver is required to take action immediately, it is very essential to make the content actionable and detailed including basics knowledge.
The idea is to educate the receiver about something they are not aware of. The format to write must include step-by-step process. Numbering phrases and breaking them into paragraphs makes the process easier to understand.
Written communication is such an important skill regardless of your stage of your life. Learning grammar, sentence construction, structuring paragraph correctly and avoiding common mistakes help you to become better. This will also ensure that you communicate your expressions and ideas clearly to the receiver.
It is always preferable to put pen to paper instead of typing. Your mind works best at it. Also you do not have any grammar or spelling checks to rely.
It’s all about your priorities. Get it right. Set aside only 5 or 10 minutes a day to get better at it over a period of time.
Of course you can. If you know someone who also wants to improve their Written communication, propose a writing exchange. You can edit theirs and they can edit yours.
Proofread and edit everything. It is impossible to eliminate them rather focus on improving each time you write something new.