Ten Forms Of Written Communication In An Organization

Communication is a process of transmitting information between different parts of an organization. It is one of the basic functions of management in any organization. For communication with the outside world, organizations use advertising material, news releases and audio-visual aids. However, for communication within organization and with employees, different forms of communications are used such as in-house magazines, journals, reports and bulletin boards to transmit ideas, thoughts and information.

Forms of communication in an organization:

Employee handbook:
Employee handbook is given to the new employee at the time of induction or orientation program. It provides complete information of the organization with details on nature of the business, its customers, products, policies, benefits and services available to its employees. Some organizations use charts, photographs, and cartoons to make it more interesting for reading.

In-house Magazines & journals:
Organizations publish quarterly or monthly in-house magazines to keep employees updated about the latest development in the business, activities conducted in the company like social or cultural and achievements by the sales team. Management can unite with employees in an informal or direct way through these magazines. It also contains promotions, retirements, honors and awards with pictures of employees receiving award from management.

Financial reports to employees:
Financial reports published for shareholders & general public with all the technical accounting language & its terminologies, do not serve any purpose for the employees. So, some organizations publish financial reports specifically for employees with details on expenses, income, profits and distribution of income, which gives the idea about financial standing of the organization to the employees.

Information racks or display stands:
Information racks or stands are usually placed at places like front lobby, factory gate, cafeteria, shop or at a place which is most frequented by employees. These stands are used to display books dealing with wide range of topics such as help yourself, hobbies, sports, accident prevention etc.

Bulletin boards:
Bulletin boards in attractive colors & types can be used for display of clippings from newspapers, magazines, clippings on retirements, honors, marriages and other events in the lives of employees.

Museums & exhibitions:
Small museum or an exhibition can be used to display quality control ideas, old photographs of the factory, old designs and good quality products. It can create interest among the employees in their own work.

Posters are used to display topics related with health and safety, hygiene, improvement in production process, etc. Along with text matter, it should contain pictorial diagrams, charts, and photographs to explain the topic in a simple way.

Notice Boards:
Notice boards are usually placed at the factory gate or in front lobby. These are used to display notices and circulars issued by the management for administrative purposes, circulars related with hours of work, factories act and any new rules and regulations.

Suggestion system:
Some organizations use suggestion system to provide an opportunity for a working communication with the management. Employees can use this system to give positive proposals for improvement in machines, devices, techniques and procedures or to express their dissatisfaction with existing facilities or particulars.

Memos are business letters but used within an organization and only for employees. Memos are used to give information to employees such as changes in some procedures or rules, policy change or for specific purpose like request to attend a meeting. The format of the memo differs from business letter format.

Business writing softwares can be used while writing any business communication to check and correct English grammar and spellings and for proofreading. Some software programs also enrich your text with adjectives & adverbs, which enhances the simple sentence into more professional and sophisticated one & suggest context related synonym for repeated words.

Ten Business Writing Blunders You Can Easily Avoid

Most of us are too busy worrying about what we’re writing to think much about how we’re writing it. But in business communication, having command of a clear, readable style is essential to getting your point across.

Here are ten types of sentence blunders to avoid if you want your reader to get what you mean and not have to stumble through what you write.

1. Run-On Sentences. You know the ones: they drag on and on, packing a paragraph’s worth of details into a single sentence. Short sentences are easier to understand than long ones; they provide information in bits and pieces instead of a flood. In most business writing, aim for an average sentence length of 20 or fewer words. Note that this is an average, not a ceilingthe best writing contains both long and short sentences to keep it interesting.

2. Pompous Sentences. Many business writers use a phrase or a whole clause when a well-chosen verb would be much clearer. They do so to try to make themselves appear more knowledgeable or articulate than they actually are. Don’t fall prey to this error by using big words or trite expressionskeep your writing at the level of your reader.

3. Overloaded Sentences. Such sentences are bloated with excess words. The passive voice is a common culprit, adding unnecessarily to the word count. Redundancies are also to blameverbose phrases can usually be replaced with one or two words, making your sentences concise and meaningful.

4. Undue Enthusiasm. An occasional intensifier lends emphasis, but using too many can ruin your writing and give the impression that you’re not being genuine. Otherwise, you come across like the literary version of a game-show hostwear that grin too bright for too long, and it will lose its meaning.

5. Crowded-Together Sentences. Many writers tend to try to connect a series of related sentences with conjunctions such as and” instead of ending each with a period. In many cases these sentences can be improved and shortened by using only one subject.

6. Hedging Sentences. It is tempting to insert it seems that” or there appears to be” in your sentences in order to avoid stating a judgment as a fact. But when you have too many such hedges, particularly in the same sentence, you aren’t really saying anything. More often than not, your reader will know what is fact and what is inference.

7. Slow Starters. Starting a sentence with it is” or there are” simply delays getting to your point. Compare: It would be appreciated if you could send the files immediately,” versus Please send the files immediately.”

8. Nonparallel Sentences. Two or more similar (parallel) ideas should be presented in the same pattern, whether within sentences or between sentences. Lack of parallelism creates an awkward style. For example, the clauses in this sentence are not parallel: Mr. Reynolds dictated the letter and next he signed it, and left the office.” Compared that to this: Mr. Reynolds dictated the letter, signed it, and left the office.”

9. Awkward Pointers. To save words, business writers will often point readers’ attention backward with expressions like as mentioned above,” “the aforementioned,” the former.” the latter,” and so on. Doing so is a distraction to the reader and is usually unnecessary. If a reference does need to be made, it’s better to name or restate the specific thing being referred to.

10. Misassembled Sentences. A misassembled sentence is one in which an element is in the wrong place. The most common misplacement is at the beginning of the sentence, creating a dangling modifier.” Take this awkward example: Walking the office, a red sports car passed him.” Moving the modifier is an easy solution here: A red sport car passed him while he was walking to the office.”

Right Choice Of Words For Effective Business Communication

Communication is a process by which meanings are exchanged among people through the use of words. Business communication is a process of transmitting information and thoughts between various parts of an organization and also to people outside the organization such as customers, investors, suppliers etc. The main function of the business communication is to convey your message or thoughts effectively to the reader.

In business communication, the receiver of the message should be able to understand your message immediately, and this can be possible only when you write your message with simple and familiar words. So, the right choice of words is very important for powerful business communication.

Always use common and familiar words:
Use of familiar words is the most important rule of word selection in business communication. Always use common and familiar words of everyday use to make your message easily readable and understandable.

Use concrete words:
Use concrete words instead of abstract words in your business communication. Concrete words forms clear and sharp images in our mind as opposed to abstract words. Specific words such as bank, chair, and telephone are concrete words, whereas performance, inconsistency and significant are abstract words, which creates vague and fuzzy images in our mind.

Use single words in place of circumlocution:
Avoid use of more words than required in a sentence or circumlocution to express the purpose in your business communication.

Avoid long sentences:
Avoid use of long sentences having many clauses and unnecessary words. The recommended average sentence length for effective business communication is between 15 to 18 words for a clear and readable style.

Use technical words with care:
Every profession has its own special vocabulary and technical words. The members of that professional group can easily understand these technical words and jargons. But, if you use these technical words in your business communication to an outsider, it will sound like a foreign language to him.

Avoid use of difficult words:
Use English words that are easy to use and understand instead of difficult and high-sounding words. Make your business writing more effective with simple and direct word, and avoid any possibility of misinterpretation of your words by the reader.

Use strong and power words:
Use of strong words or power words makes your business writing more forceful. Strong words not only drive your sentences forward but also arouse the interest of the reader.

Use active verbs:
Active verbs make your business writing direct, clearer, more informative and easier to understand.

Avoid use of camouflaged verbs:
Avoid camouflaged verbs and strengthen your business communication. Camouflaged verbs are verbs that are unnecessarily changed to nouns, which results in addiction of more verbs in a sentence.

Use correct idioms and phrases:
Be careful in the choice of idioms and phrases while writing business communication.

Use writing software: Business writing softwares with grammar checker and text enrichment tool can be used for writing effective business communications.