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Friday, July 3, 2009

Written Communication

It will be a good idea if you also refer: (Communication), (Email Etiquette), (Presentation Skills), (Research Methodology)
Types of Communication

1. Verbal communication
- Oral
- Written

2. Non-verbal communication
- Silence
- Signals:
Audio signal
Visual signals
Advantages of Written Communication
  • Provides a permanent record and reference.
  • Can be used as documentary evidence in cases of legal matters.
  • Helps promotion of uniform policies and procedures.
  • Can cover a large number of people in case of mass communication.
  • Builds up an image for the organization.
  • Helps in bringing in objectivity/clarity in allocation of responsibilities, performance appraisals, delegation, decision making etc.
  • Avoids an effect on phonetics (science of sounds).
Disadvantages of Written Communication
  • Creates enormous records that require lots of storage and retrieval.
  • Does not evoke immediate feedback/response.
  • More time consuming process- sending, receiving, results. Therefore, slower.
  • Costly.
  • Compared to non-verbal communication, somewhat impersonal.
  • Semantics play an important role.
Tips on Improved Written Communication
  • Write from the reader’s viewpoint.
  • Aim at specific objectives.
  • Show reader/receiver the benefit(s).
  • Choose words that draw pictures.
  • Have action in your verbs.
  • Avoid unnecessary jargons.
  • Write short sentences- average maximum 20 words in a sentence.
  • Use paragraphing.
  • In longer written reports, use titles and sub-titles.
  • Organize for interest and action.
  • Contents of your written communication should be consistent with what you had said on the phone or in earlier correspondence.
  • Develop your vocabulary.
  • Simplify.
Double Check Your Written Communcation for
  • Is your written communication complete in every respect?
  • Have you checked the accuracy of facts and contents as well as grammar, punctuation etc?
  • If there was any issue or problem for which you are writing, has it been brought out clearly?
  • Have you clearly clarified the purpose of writing as to what you intend to achieve?
  • Has your key message been appropriately and correctly included?
  • Have you provided the supporting details in your communication?
  • Is the organization of your written communication cohesive and sequential?
  • Is the overall effect on the reader(s) right and as desired?
Check List

Check your written communication against each of the following:
  1. Preparing
  2. Composing
  3. Logical structuring
  4. Formatting
  5. Visual appeal
  6. Grammar
  7. Punctuation
  8. Effective subject line
  9. Salutation and signing off
  10. Using simple words
  11. Effective vocabulary
  12. Avoiding jargon and cliche
  13. Avoiding archaic phrases
  14. Correct tone and attitude
  15. Courtesy
  16. Ethics
Business Correspondence
Salutation: Male recipient: Mr, Sir, Dr
Female recipient: Ms, Miss, Mrs, Dr, Madam
Company as recipient: Messrs, M/S
Complimentary close: If addressed as Dear Sir: Yours faithfully, Cordially yours, Yours sincerely
If addressed as Dear Mr Kulkarni: Yours sincerely, Sincerely
If addressed as Dear Rakesh/ Dear Anita: Sincerely. Yours Sincerely
Other closing details: Office landline and cell phone numbers, office/correspondence address, your office hours/work days.
Effective Sentences
  • No sentence should be more than 20 words long.
  • In writing sentences, follow logical sequence: Background or explanation of earlier events, then events or what happened next and finally, results or the conclusions.
  • Writing in the active voice is simpler and makes more impact. Instead of writing “This defect can only be rectified by him”, write, “Only he can rectify this defect”.
  • Use correct grammar.
  • In writing business letters/emails you normally want your readers to do what you suggest. Construct sentences with this end in mind.
Paragraph Writing
You must follow three principles:
(1) Unity. Every sentence in paragraph must be closely connected with the main topic of the paragraph. The paragraph and every part of it must be the expression of one theme or topic. Use a good “topic sentence” at the beginning of a paragraph. Then use supporting “specific details” to develop the topic sentence. For specific details give “additional information” related to that specific.
(2) Order: Logical sequence of thought.
(3) Variety: Avoid monotony by using different lengths of the paragraphs, using different sentence construction.
Also, write down events in the order they happened. The time line is a simple and effective method of organizing your writing.
For More Guidance, Assistance, Training and Consultation
Also refer: (Prodcons Group), (Training Programs by Prodcons Group), (Productivity Consultants)
Other Topics of Interest
All Management Topics (General Management, Marketing and Sales, Service, Operations/Manufacturing, Quality, Maintenance, Human Resources, Finance and Accounts, Information Technology, Life Management)
The topics are listed in alphabetic order:
(Home Pages for All the Management Topics) and
(Alphabetic List of All Management Topics)
(Home Page for Writings of Shyam Bhatawdekar)
(5S Housekeeping)
(Activity Based Costing- ABC)
(Anger Management)
(A to Z of Management Systems)
(A to Z of Quality Techniques)
(Balanced Scorecard)
(Behavioral Safety)
(Books- Best Management Books)
(Business Ethics and Ethics in Management)
(Business Process Reengineering- BPR)
(Career Planning within Organizations)
(Case Method)
(CEO Roles, Qualities and Competencies)
(Change Management)
(Competencies- Life Management)
(Competency Matrix)
(Conflict Management)
(Corporate Governance)
(Cost Management)
(Cost of Quality- COQ)
(Counseling at Workplace)
(Creativity and Innovation)
(Critical Thinking skills)
(Cross Cultural Etiquette and Manners)
(Customer Orientation)
(Customer Relationship management- CRM)
(Daily Management)
(Decision Making)
(Design for Manufacture)
(Dining Etiquette and Table Manners)
(Discipline at Work)
(Dream Exotic)
(Effectiveness and Efficiency)
(Effectiveness Management: HSoftware)
(Email Etiquette)
(Emotional Intelligence)
(Enterprise Resource Planning- ERP)
(Entrepreneurship and Entrepreneur)
(Executive Etiquette and Manners)
(Exit Interview)
(Financial Ratios and Financial Ratio Analysis)
(Financial Services)
(Functions of Management)
(Gemba Kaizen)
(Genuine Professional)
(Global Mindset)
(Goal/Target Setting)
(Group Discussion)
(Group Dynamics)
(How to Be a Good Boss)
(How to Get Promoted)
(How to save Money)
(HR Dynamics)
(HR Strategies and Functions)
(Human Capital Architecture)
(Human Relations)
(Human Resource Planning)
(Human Software- HSoftware)
(Interpersonal Relations)
(Interview Skills)
(Interview Preparation for Job Seekers)
(Interview Questions)
(Just in Time Management- JIT)
(Knowledge Management)
(Lead Time Management)
(Lean Enterprise)
(Learning Organization)
(Life Management: Competencies)
(Life Management: Effectiveness Management: HSoftware)
(Life Management: I Am Liberated)
(Life Positions and OKness)
(Life Skills)
(Management Anecdotes)
(Management Book- Best Books)
(Management Information System- MIS)
(Managing/conducting Meetings)
(Marginal Utility)
(Marketing Management Overview)
(Marketing Orientation)
(Marketing Management Tasks)
(Market research)
(Market Segmentation)
(Negotiation Skills)
(Negotiation Tactics)
(Objection Handling)
(Organization Development- OD)
(Organizational Culture)
(Out of Box Ideas)
(Ownership on Job)
(Paradigm and Paradigm Shift)
(Performance Management and Appraisal)
(Positive Strokes)
(Presentation Skills)
(Problem Solving)
(Profit Improvement)
(Project Management)
(Quality Circles History)
(Quality Circles)
(Quality Function Deployment- QFD and House of Quality)
(Quality Gurus)
(Recession Management)
(Recruitment and Selection)
(Research Methodology)
(Safety and Health Management)
(Sales/Selling Process)
(Sales Promotion)
(Self development)
(Six Sigma)
(Six Thinking Hats)
(Soft Skills)
(Spiritual Quotient/Intelligence)
(Strategic Management)
(Stress Management)
(Stress Management)
(Supply Chain Management)
(Supply and Demand)
(Talent Management)
(Team Building)
(Telephone Etiquette)
(Three Sixty Degrees Appraisal System)
(Time Management)
(Total Productive Maintenance- TPM)
(Total Quality Management- TQM)
(Training and Development)
(Trainers’ Qualities)
(Transaction Analysis- TA)
(TRIZ- Inventive Problem Solving)
(Value Engineering/Analysis)
(Winners and Losers)
(World Class Manufacturing)
(Written Communication)
(Zero Based Budgeting)
Counseling: General and Psychological
(Anger Management)
(Children’s Behavior Problems)
(Cholesterol Control)
(Counseling: Psychological)
(Counseling: Psychological)
(Cross Cultural Etiquette)
(Executive Etiquette and Manners)
(Family Counseling)
(Health: Homeopathy)
(LifeManagement: Competencies)
(Life Management: Effectiveness Management: HSoftware)
(Life management: I Am Liberated)
(Marriage Counseling)
(Ownership on Job)
(Parental Responsibilities)
(Qualities of Spouse)
(Quit Smoking)
(Self Development)
(Stress Management)
(Stress Management)
(Swine Flu and Its Prevention)
(Telephone Etiquette)
(Winners and Losers)
About All the Products
(Home Page for All Products)
(Greeting Cards)
(Mobile Phones)
Home Tips
(Home Page for All Home Tips)
(Entertainment: Movies)
(Oscar Award Movies)
(Entertainment- Hindi Movies of Your Choice)
(Health: Homeopathy)
(Housekeeping at Home)
(How to Save Money) or
(Recipes: Easy to Cook)
(Recipes: Exotic)
(Stories for Children)
(Travel and Sightseeing- India)
(Travel and Sightseeing- World)
General Knowledge and Out of Box Ideas
(General Knowledge- GK)
(General Knowledge- Top 5/Top 10)
(Out of Box Ideas)
(Shyam Bhatawdekar’s Knols)