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Effective business communication has more than just chatting. It includes writing, reading and listening attentively. Organizations cannot succeed without effective communication. There are different methods of communication. Written communication plays a vital role in business and organizational communication. It is a traditional method which retains its importance up to date. Written ways are preferred as they can be used for future reference. Effective written communication requires good styles, no jargons, active verbs, proper parallelism, appropriate transitions, readability formulas and organizational referencing. This makes written communication official, and the best mode of communication.
Good administrative and business communication curbs miscommunication within the organization. It sounds more of face to face communication than official ruling. It has easy words, sentences as well as paragraphs which are easy to understand. The writing has signposts which are attractive to make people read with curiosity. It is not as formal as academic writing, except reports which are naturally too formal to alter. Perfect organizational communicators write as they talk. This helps them to create the best mood for the document. Using the pronoun I is unethical as it personalize the document altering communication. Beginning a sentence with a conjunction such as but breaks the laws of grammar therefore, should be avoided. Additionally, prepositions should never be used at the end of a sentence. It is important to use impressive words at the beginning of the document to make it attractive (Locker, 2009).
Writing a draft makes business communication perfect. It is important to draft the document and read it loudly for the first time. This helps to recognize repetition, poor organization and other mistakes. Revising and editing the document is significant. Using the pronoun ‘I’ is unacceptable as it makes the work self-centered. It also makes the ideas to appear tentative. However, it is ethically right to use it when clarifying what you did, saw or said. The pronoun makes communication smooth and clear in such situations. Starting sentences with conjunctions is not allowed in business writing. Conjunction ‘and’ makes ideas to look like afterthoughts. However, it can be used effectively to give the document the essence of a natural speech. Conjunction ’but’ is used as a sign post, and can make communication smooth if used effectively. Prepositions should neither be used at the end of a sentence nor to emphasize an idea. Readers expect verbs, adverbs or adjectives to follow prepositions. This error should be avoided in application letters, formal presentations, reports and every other official document.
It is a natural mistake for all human beings to expose their technical expertise and formality. This should not be done with big words as it creates a big distance from readers. It is possible for readers to misunderstand the words, or fail to capture what the document means at all. Big words are easily misused, which make the writer appear foolish and confused. Building clean writing styles enhances effective communication. It is important to ensure the page or screen you are using is clear and clean. Ensure you read the draft loudly, and then give somebody else to read as you listen. Fix all the words the person finds hard to read. Good business communicators have a tendency of reading widely and writing a lot to perfect their skills. They use their time to read revised sentences and techniques of polishing writing styles (Kienzler, 2012).
Business documents should be easy to read. This calls for common words which are correct and fitting. It is important to evade technical jargons. Omitting business jargons make the document official. Active verbs should be used instead of passive verbs. Verbs emphasize organizational documents, but not nouns. The writing requires being tight enough to show its weight. Vary sentence structure and length. Parallel form should be used appropriately. Putting readers in the sentences make them feel part of it. To make your work easy, start paragraphs with a topic sentence. Use transitions appropriately to link sentences and ideas. Use accurate and appropriate words to avoid miscommunication. Common words that convey the correct meaning are the best to use. Specific, concrete and short words attract readers to finish the document. Simple words are the best alternatives to stuffy words which complicate communication (Locker, 2009).
Jargons are special terms in a specific field. They should be replaced with plain English. However, jargons can be used if the writer is well known to the reader. Old business jargons are needless to use. In fact, they make communication boring and meaningless. Instead, they should be replaced with modern language. Active voice is shorter, clear and interesting to read. Active voice is preferred in all official documents. Passive voice makes it seem casual. Verbs should be used to emphasize ideas. It is wise to replace nouns and phrases with appropriate verbs to show weight of the idea. Use short sentences with few words to convey the message. Infinitives and gerunds make sentences concise (Kienzler, 2012). Combining sentences and using objects and subjects make it easier. Parallel structure reduces wordiness of sentences. Readability styles and formulas are so important. They measure features in the text such as word and sentence length. They help the writer come out of difficult factors successfully.
In conclusion, good writing styles differ from one organization to another. It is important to follow the most preferred style in your organization. Sometimes, preference is sometimes associated with image than effectiveness of the communication. Effective written communication requires good styles, no jargons, active verbs, proper parallelism, appropriate transitions, readability formulas and organizational referencing. It is vital to learn writing techniques to ensure miscommunication does not occur.
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