Effective Written Communication The use of written communication

Effective Written Communication

The use of written communication When to write How to write

Factors involved in the choice of written channel • • Complexity of the topic Amount of discussion required Shades of meaning Formal communication

1 - Complexity of the topic Written channel is better option for the messages which are: Easily Organized Easily understood

2 -Amount of discussion Written communication is not preferable for the issues that require lengthy discussion.

Decision making Conversations Controversial subjects

3 - Shades of meaning Written communication lacks 1 - Tone of voice 2 - Body language

We have to rely on words to convey the different shades of meaning

Difficult to convey Humor Irony Satire

4 -Formal communication Written channel is a better choice when the level of formality is high

• Paper communication • Emails • Telephonic conversation • Face-to-face

Examples: • Contract terms • Sales agreement • Account information • Legal issues

How to write effectively • Writing a letter or an email includes: 1 -Subject line 2 - Putting the main point at the top 3 - Knowing your audience 4 - Organization of the message

1 -Subject line • It tells us about the information that will follow. Examples: (General) Response to your Email Question Hello Meeting Urgent

Subject Line Examples: (Specific) Response to your query about scholarship Questions regarding fitness Hello! Come today in my office Meeting with the parents Urgent replacement in duties

2 -Putting the Main Point • The main point of communication is better to be placed first because: 1 - We often scan written material to save time. 2 - We focus more at the top of the message. 3 - We often take no further notice if background information is given at the start.

3 -Knowing your audience It helps you target and tune the communication

Your audience may be: • General • Particular

Awareness of what your audience • Know • Don’t know

4 -Organization of the message

Written communication may have • Multiple messages unrelated to one another • Several messages within the main message related to one another

Subtopics are treated with their headings