by Kadence Buchanan
http://4educationinformation.com/
© 2006
Whenever we face the task of writing a report,
preparing a proposal, completing a staff study, or composing a
business letter, we go through the same series of logical steps.
First we recognize the problem and/or the purpose with which the
message must deal. Then we plan the content of the communication
to achieve our goal. Next we organize our ideas so that they will
be presented in an order that is logical and psychologically effective.
Later we have to write the first draft, which must be followed
by careful editing. It is imperative to make sure that what we
have written is stated clearly, completely, correctly, and concisely.
Writing the final draft from the edited version then becomes almost
a simple formality.
In sum, the planning step pays dividends to both
the writer and the reader. A working outline gives the writer
an agenda to follow in creating a clear, organized document. That
outline, as translated into headings and paragraph beginnings,
serves the reader as a road map for following the writer's thoughts.The
end result of such orderly sending and receiving is successful
communication.
When we communicate, we attempt to transmit ideas.
We select words, order them into sentences and connect the sentences
to build paragraphs. The way business people handle those three
elements largely determines how effective they are in making themselves
understandable to others. Creating and maintaining high standards
for written communication in the workplace is hard work on the
part of the manager. But the effort is well repaid as subordinates
begin to practice the same standards set by the manager. The alternative
-simply letting poor writing go forward- backfires eventually
on the bottom line, as clients, stockholders, and the public lose
faith in a company that can't communicate accurately and clearly.
Effective written communications succeed in both rational and
emotional ways.Skilled business writers convey and arouse feelings
as well as communicate facts and ideas.
Every company, big or small, communicates to
dozens of different publics. These publics are either internal
or external to the firm: employees, suppliers, dealers, distributors,
manufacturers, customers, vendors, prospective purchasers, government
agencies, community groups, educational institutions, and so on.
Of the many types of written or printed communication forms, such
as newspaper and magazine advertisements, direct mail pieces,
telegrams, reports, and letters, it is certainly letters are used
most frequently.
Our modern world of computer and electronic communication,
like the Internet and the use of e-mails, has made a striking
difference in our use of business letters, as information now
can be send quicker and at less cost than in the past. But although
the transmission of the business letter is changing, the essential
act of sending a message from one person to another remains the
same. Since one person is still communicating with another, it
is important to be aware of and practice the basic principles
of successful business communication.
