Written Communication

Written Communication
Written communication as compared to oral communication is at a disadvantage because of the absence of non-verbal gestures, voice variation and physical expressions. This as a result increases the importance of clarity and accuracy of the content of our written message. To have effective written communication, certain steps and guidelines may help.

The steps Plan

(Your communication)
Keep it short and simple
Write it

(Brevity and precision)

Edit your writing

(Commit it on paper)

(Check for corrections)

Steps
Step 1. Plan Like nearly any activity, written communication too requires a plan and a structure. Certain thins must be clearly ascertained, like, Sender : From whom is the communication starting ? Receiver : Who is the end receiver/audience of the written communication? Purpose : Why are we making the communication ? What is the expected outcome I.e What do expect the receiver to do ? These questions when answered and related will help us understand and design the path, requirements and the construction of the message.

Step 2. Keep it Short & Simple (K.I.S.S.) The Structure of the content of the message must be, Brief: Brevity and simplicity avoids any confusion in understanding the message. Specific : Only the issue or matter in question must be addressed. Other unrelated matters must not be included as it might decrease the significance of the main topic. Sequence:The flow of or written communication must follow a logical and stepwise format.

Step 2. Keep it Short & Simple (K.I.S.S.) The Structure of the content of the message must be, Short Sentences : They facilitate easy and correct understanding of the message.
Simple usable words : Everyday used words maintain the harmony and expression of our communication. Facts and Figures ; They help to give our communication objectivity. Relying on unclear, subjective assumptions and expectations blurs the message.

 Meaning of the facts

Supporting data and clarification of the facts would help in the clarity of our communication.
Suit it to the audience One message may need different degrees of explanations. This depends on the context, frame of reference and understanding capability of the receiver in question. We must explain and elaborate our message depending on the receiver.

 Call for action Our written communication should look for expected action to be taken based on it. Request feedback Our written communication must call for acknowledgment of receipt of information.Supporting the acknowledgment must be specific feedback on how the communication has been understood.

Step 3. Write It Once we have done the above, we could proceed to actually writing our communication on paper, bearing a few things in mind. Double spacing to improve readability,as used on this page. Use of paragraph to make the communication more logical and understandable. Neat, uniform handwriting, in case it is not typed or printed.

Step 4. Edit your writing Effective editing is another step towards good writing. The key points to remember during editing are, Edit your draft as brutally as if it was someone elses copy. Edit your draft from the readers point of view

Be specially critical of the first few paragraphs

Step 4. Edit your writing (cont.) Look out for problems in any section you wrote when you were bored or tired. Carefully study the content of your draft details, flow, forgotten points, unrelated issues etc. Edit for brevity and clarity Read aloud for style and tone Edit again