Although people spend more time in oral communication, organizations primarily rely on written communication.
To develop an information base and to maintain documentary proof, there is no alternative to written communication.
8 tips can improve written communication;
- Use Short and Familiar words.
- Use Short Sentence and Paragraphs.
- Use Technical Words with Caution.
- Use Active Voice.
- Give Examples and Charts.
- Express Thoughts Logically.
- Avoid Unnecessary Words.
- Avoid Discriminatory Words.
Use Short and Familiar words
In the written message, it is wise to use short and familiar words.
Although unfamiliar and complex words indicate the intellectuality of the writer, he/she may fail to convey the message to the ordinary readers.
Use Short Sentence and Paragraphs
Successfully written messages require short sentences and paragraphs.
Because short sentences and paragraphs communicate better than long sentence and paragraphs. When sentences and paragraphs are long, the reader may not understand the complete meaning of the message.
Use Technical Words with Caution
The message should contain as minimum technical jargons as possible.
Technical words or jargons make the message difficult for the common readers. For example, depreciation, pledge, IRR, etc. are the commonly used terms in new investment projects.
However, these words may be confusing to the ordinary people.
Use Active Voice
In written communication, the communicator should prefer active voice to passive voice. Because sentences written in active voice are short and direct.
However, it does not mean that passive voice cannot be used.
Give Examples and Charts
There is a saying that graphs tell more than the words.
Therefore, wherever possible, the written message should contain examples and graphs that can clarify the message more easily.
Express Thoughts Logically
The logical arrangement of thoughts is another important criterion of effective written communication. Thoughts or ideas of the sender should be arranged logically and sequentially so that the reader can understand the meaning.
Avoid Unnecessary Words
Another way to increase the effectiveness of the written message is to avoid unnecessary and repetitive words.
For example, instead of asking ‘how do you spend your leisure time?’ One can ask ‘how do you spend your leisure’? The first question contains the unnecessary word ‘time.’
Avoid Discriminatory Words
While writing, the writer should not use discriminatory words. Discriminatory words are those that do not treat all people equally.
Moreover, such words create biases regarding gender, race, religion, etc.