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Effective written communication, image - Coggle Diagram
Effective written communication
Elements of the communication process:
Message:
The element trasmitted from one person to another. Can be verbal, non verbal or written.
Receiver:
Receives and decodes the message to assign a particular meaning to it.
Sender:
Transmits a message to another person.
Purpose:
The purpose of internal communication also known as written communication in business is to assist people in an organization to work and learn together in pursuit of shared goals and/or the mutual creation of value in business.
Successful written communication requires careful organization and planning. It also must be clear and easy to read.
Principles of effective written communication:
Consideration:
Avoid gender bias and address your message properly.
Courtesy:
In business, we must create friendliness with all those to whom we write. Friendliness is inseparable from courtesy. In any case, omit irritating expressions and when needed, apologize sincerely for an omission or thank you truly for a favor.
Conciseness:
Include only relevant facts, avoid repetition, and organize your message well.
Correctness:
Give correct facts. Send your message at the correct time and in the correct style.
Completeness:
While answering (letters, memos, emails, etc.) make sure that you have answered all questions before sending your answer.
Concreteness:
Always use specific facts and figures. Avoid exaggeration. A message should be definite and simple.
Clarity:
It comes from a careful consideration of the objective, content, and medium of communication.
Advantages and disadvantages of written communication in business:
Advantages:
Legal requirements
Wide access
Avoiding mistakes
Future references
Effective decision making
Disadvantages:
Assuming the audience understands the jergon
Not making communication a leadership function
Relying on technology to disseminate messages
Thinking that everyone is an excellent communicator
Inconsistency of communication
References:
Bonner, W., & Chaney, L. H. (2003). Communicating Effectively in an Information Age. Dame Publishing.
Clutterbuk, D., & Hirst, S. (2002). Talking Business: Making Communication Work. Oxford, Amsterdam, Boston, London; New York: Butterworth Heinemann.
Bisen, V. P. (2009). Written Communication. New Delhi: New Age International Publishers.
Prabavathi, R., & Nagasubramani, P. (2018). Effective oral and written communication. Journal of Applied and Advanced Research, S29-S32.
Cristian Vargas Ayala
