Whether in a management function as a team member or as an agent-service, communication is the ultimate tool for exchange. There is a misconception that it is easy to communicate a clear message and logic will necessarily be understood, that we can rely on the receiver if it claims to have understood our message and that some people are born”Good communicators”. This is wrong! Communication is a complex process that has a direct influence on our relationships with others, whether professional or personal. (Linda Beamer, 2008)
How to improve communication skills in the workplace?
Healthy communication is essential in work teams since allows individuals to manage information and especially to maintain good relations. Much of the manager’s success is based on communication skills. Indeed, the overall supervision process will be influenced by his skills. In fact, the manager spends most of his time communicating. Increase their abilities out Contact means getting what one desires of others in a way that maintains the relationship in terms acceptable to both parties. Without communication, nothing can be performed in a workplace a communication aims to pass all the messages and conduct all the conversations essential for a workplace. (Grover, 2005) According to some surveys regarding communication with some senior managers as the samples are was deduced that the ability to communicate effectively is the most important skill for success.
Through this module, the various principles and tools are presented to facilitate the understanding of the communication process, thus promoting the development of skills essential to effective communication we have many kinds of business communications, enlisting verbal, nonverbal and written. All of the types are very significant to a business. However, written communication commonly entails more thought and determination. The written information must be concise easy as both an instructive and instructive tool. The prominence of written communication for business, firms, and companies can be judged by the superfluity of forms, texts, papers, and instructions publish every day. Communication through written elements and factors can be in the form of permits, licenses or legal documents or manuals, e.g. OSHA (Occupational Safety and Health Administration) sketchy condition and wellbeing policies and measures for industrialized and profit-making companies. These kinds of papers and documents clear any work ambiguity for the employees and the chances of any misapprehensions decrease. The use of written cautions and instructions is also important to enforce certain policies in the workplace. (Chaney, 2013)The employees change their behavior when they get a letter for their misbehavior or noncompliance whereas a verbal warning will not do the thing. Written communication is a vital factor in the promotion of a business or a company. Composed promotions incorporate post office based mail pieces, for example, direct mail advertisements and handouts, magazine show promotions, pamphlets, Internet promotions, and indexes. Little organizations need to elevate their organizations to potential shoppers and business clients. Publicizing is intended to pull in consideration then urge individuals to buy items, as indicated by promoting master Dave Dolak. Organizations, for example, mail request or Internet organizations frequently number solely on composed ads for drawing in clients.
In areas at the forefront of the art such as, for example, aeronautics, astronautics, nuclear, sometimes even that written work – having a function procedure, formality, or information storage – take precedence over any other means of communication (oral, group, organizational, etc.). Generally, this is referred to by the name of “professional writing”, reports, reports, briefing notes, records, surveys, etc. But in some professional environments where communication (in its broadest sense) is the almost absolute work tool, other forms of writing also play a fundamental role in serving primarily to support the oral order to in words, most effectively and unambiguously, the “language practices” at work (Boutet, 1995, 2001). This is the case of telephone communications manuals introduced it three years ago as part of the initial training of students at the National School of Civil Aviation (ENAC). Indeed, faced with certain difficulties expressed by the trainee students integrate their affection center, ENAC has designed “Communication booklets” which are exemplified in the form instructions, the most typical and routine situations on inter-sector coordination between controllers. In other words, these writings cover primarily an educational value, but also a very important cognitive and pragmatic value for young people arriving controllers in their control center. Used as communication instructions, these professionals writings are therefore of “reassuring” value for trainees student concerned about the “well-communicated”. It is in this sense that we consider with J. Boutet (2008) that work interactions are organized by “professional equality” and that the properties of these genres are the target of unambiguous communication. The messages conveyed verbally are disrupted and totally changed by meaning when they reach to the lower staff from the upper management.
While written communication in a workplace you need to keep some points in view to be effective and worthwhile. Workplace communication needs to be clear and concise so that it is understandable to the employees. Complex communication and messages aren’t easily interpreted and not easy to work on. The task you wanted can be totally disrupted. Before conveying the messages to the other employees or to the managers, the messages or the writing should be read out in order to prevent and avoid any mistakes which can change the goals or tasks. The messages or the papers you have written should be making sense. The written communication in a workplace needs a lot of practice and the employees should take notes from the senior bosses and read emails and messages in order to improve their communication and listening skills in the workplace. The data and communication that has been prevailing in a workplace or the written material used to communicate with the employees should be kept confidential as any kind of misconstruction of incorrect interpretation can lead to big problems. The smallest errors can be fatal for a workplace. (Whiteman, 2013)
More Importance of interpersonal skills
There has been a lot of discussion surrounding how to address a boss vs. a coworker in an email. In a formal business environment, an email to your boss (vertical communication) should be simple and direct, following this format: give a formal greeting, address your concern, and close. If someone is in a position of power, their inbox is usually flooded with tons of emails, so keeping it simple and direct is the way to go. As far as addressing a co-worker who is on the same level as you (horizontal), you’ll want to keep it professional, but you can be laxer in how you actually address them and the message being delivered.
But in this communicative context that air traffic control, the writings of work and so these instructions should be rehabilitated, reinterpreted by the controllers who are constantly faced with situations of unusual coordination, conflicting or simply less routine (as outlined in booklets). We identify where the limitations of these writings may stray from use. One explanation comes, as highlighted B. Fraenkel, the work activity itself that requires “constant overlap of oral and written” (Fraenkel, 2001). And just go there again in areas such as air traffic control, pharmaceutical, medical, nuclear, shift work, etc. to assess and understand the tension related to the use of natural language in a business environment (Vergely, 2008)
Effective Written communication in the workplace is an essential skill for any type of workplace. Whether for a business letter, a congratulatory letter, writing a work on the web, sending an email, written communication is very present in the professional world. Verbal communication allows real-time exchange between two parties. If the receiver does not understand the message we send to him, he can react and know. The transmitter will correct its communication function. In addition, verbal language is accompanied by many other signs that accompany and complement the communication: body position, the position of the arms, tone, expression face, eyes and other factors. Whereas on the other handwritten communication is an essential facet to any workplace. To gain respect among your colleagues and get results, you must be able to deal effectively letters, notes, documents, and even email. One of the great ways to improve your writing is by emulating those you think are solid writers in your office. Read their sentences carefully and using their technology will improve your writing.
Eliminate Meeting Skills
One of the main reasons why written communication is important in the office is that it eliminates the need to meet in person. If you are unable to get a meeting with colleagues or superiors, you need to write a memo outlining your ideas or concerns. That you and to save them both a meeting and therefore enable more productive use of time.
Written communication is critical when a dispute arises in the workplace. Written communication creates a paper trail, protecting or involving the people concerned. This may involve another employee or customer. A memo or letter on a subject can be mentioned in a court of law and, therefore, could make or break an employment or contractual deal for the place of business.
Written communication, particularly memos and well-designed documents, can evoke respect for the writer in the office. Take the time to put your thoughts, concerns, and ideas on paper shows a real commitment to your work and show that you produce quality work. This can lead to more accountability and promotions.
Written communication can be used by many people and time. The written instructions can be placed in the office, reducing the need to tell different people the same thing again and again. Accordingly, it adds to the consistency in the workplace because everyone refers to the same written words.
For the instruction to the employees about particular tasks and projects the written communication serves to be very vital, for instance, the boss wants an employee to contact some people and accomplish some tasks, the written tasks would be easier for the employee to see the priorities of the boss and the exact contacts of the people. If the boss just conveys his message to the employee verbally, he would forget half of them and there would be no proper scheduling of the tasks neither the employee would be able to manage the priorities of the boss. The written information is always more effective e.g. if the head or the supervisor asks an employee for a work by the 10th of this month orally, the employee won’t take that order with the same intensity whereas if there is a mailed letter from the director for the work to be completed by the 10th of this month, it would have more impact. Written notices always work!
The reports and presentation provided in written form in the workplaces can be easily analyzed, examined and investigated upon. The managers can conveniently regard the reports and recommend some strategies for the upper stakeholders concerning that written report. If the reports and presentations are verbal or oral, half of the report wouldn’t be comprehensible to the managers and the other half would be forgotten. So it is important that there should be a portal communication between the ordinates in the workplace so that there is a record available of each and every message and report and the employees can regard it later for any inconvenience. To keep the orders clear and concise a workplace or a company needs written communication to understand the upper management orders and to have easier transfer of interaction till the lower subordinate. Moreover written communications are effective means of providing information and suggestions to other departments as well. If your work is concerned to writing like the journalist jobs, or the job of a public relations professional, you need to have effective writing skills. However a professional who is not concerned to a writing job needs to deal with written communication too. Emails, notes, letters, texts, tweets, whether it’s a letter to the manager or to a junior for a task, written communication makes a difference. People with effective writing skills at a workplace tend to be more credible and efficient in completing their tasks. If there is an email from a coordinate or a manager which is not comprehensible, it will affect the effective completion of that particular task because the goals are not clear.
Positive communication skills in the workplace is important for each and every aspect of a company, firm or organization. The transfer of information is the most substantial part of the workplace. Therefore the communication done in the written genre is very important for a workplace but the effectiveness of written communications and interactions should be maintained and the grammatical, writing and transferring mistakes should be avoided. A workplace with effective written communication will be successful with all its tasks and goals.