Effective Written Communication Techniques for Business

Posted on Apr 1, 2025 in Administration and Management

Effective Written Communication Techniques

Written communications, while offering the advantage of material preservation, require more time than oral communication. There’s no immediate feedback, and message delivery isn’t always guaranteed.

Key Terms and Techniques

  • Daylight (Clarity): Use simple, concrete verbs to ensure a single interpretation. Organize content thematically or chronologically.
  • Brevity: Be concise and consider the receiver’s perspective. Focus each subsection on a single idea, transitioning to new sections for different ideas.
  • Grammatical Correctness: Ensure accurate grammar for clear understanding. If handwriting is poor, consider using capital letters.
  • Presentation and Originality: Avoid smudges and corrections. Use typed documents, paying attention to format and paper quality, design, and printing.

Forms of Written Communication

Common forms include cards, circulars, postal mail, telegrams, faxes, and facsimiles.

  • Letter: Includes sender, recipient, date, formal greeting, body, closing greeting, sender’s signature, and recipient’s signed receipt.
  • Internal Circular: Conveys information from the company to its employees clearly and concisely, outlining obligations or expressing information cordially.
  • Telegrams: Used by middle management to provide information to subordinates.
  • Postal Mail: Sending letters or packages, with options for certified mail to ensure personal delivery and acknowledgment of receipt for delivery confirmation.
  • Fax: Provides immediate written documents quickly and economically.
  • Facsimile: Urgent document delivery to the recipient’s address with signature confirmation, similar to a fax with acknowledgment of receipt, used for employee complaints, citations, etc.

Instancias (Formal Requests)

A document requesting something from a person or entity, whose position allows them to grant or deny the request.

Structure:

  • Header: Number, surname, ID, profession, domicile.
  • Body: Detailed explanation of the reasons for the request.
  • Request: Concise statement of what is requested, based on the arguments presented.
  • Footer: Locality, date, and signature. Also includes the position of the person addressing the instance. Keep sealed copies.

Information Systems and Employee Satisfaction

Lack of information about the company is a common cause of job dissatisfaction, leading to rumors, unease, and distrust towards management.

Communication Networks

Structures designed to circulate information to employees.

Types of Networks:

  • Chain Networks: Communication with the nearest person, interrupted if someone stops the information flow.
  • Star Network: The leader coordinates with everyone else, centralizing information flow.
  • Y Network: Similar to the star network, but with two leaders who coordinate the group, potentially leading to conflicts.
  • Circle Network: Communication flows freely without hierarchical roles, ensuring no one is excluded. Example: Delete. Kids
  • Multi-Directional Network: All people communicate with each other, achieving a high degree of satisfaction. Example: Internal telephone company.