BUSINESS LETTER WRITING 1.8

 

 BUSINESS LETTER WRITING 1.8

Importance of Written Communication in Business

by Rick Suttle, Demand Media

The leader must be able to share knowledge and ideas to transmit a sense of urgency and enthusiasm to others. If a leader can’t get a message across clearly and motivate others to act on it, then having a message doesn’t even matter.

- Gilbert Amelio

There are different forms of communication in business, such as verbal, nonverbal and written. Each of these communication forms is significant. However, written communication usually requires more thought and effort. Writing must be concise, informative and easy to read as both an informative and instructional tool. The importance of written communication in business is evident by the plethora of forms, manuals and materials that companies publish each day.

Significance:

Written communication can take the form of legal documents or manuals. For example, OSHA (Occupational Safety and Health Administration) outlines health and safety policies and procedures for industrial and commercial businesses. These documents ensure clarity among employees and minimize the chance for any misunderstanding. Employers may also issue dress policy or personal conduct guidelines for employees to better ensure proper behavior. Written warnings are also used to enforce certain policies in the workplace. An employee will likely change his behavior when employers document infractions with letters and he faces possible termination for noncompliance.

Identification:

Written communication is also important for instructing employees on certain tasks and projects. For example, a boss may meet with an employee about a special project. She may hand the employee a list of tasks she wants completed for the day. The written instructions may inform the employee whom to contact for certain information. The boss may also indicate which items are most important so the employee can prioritize his tasks.

Function:

Company managers use written communication in the form of reports or presentations. For example, a marketing research manager will often analyze results from a survey in a report. She may also recommend certain strategies for upper management, based on consumer needs and preferences. Additionally, department directors often create written presentation booklets for employees who attend their meetings. Written presentations are an effective means of providing key information to other departments.

Features:

Written communication is also important for business advertising. Small companies need to promote their businesses to potential consumers and business customers. Written advertisements include direct mail pieces such as sales letters and brochures, magazine display ads, fliers, Internet ads and catalogs. Advertising is designed to attract attention then compel people to purchase products, according to advertising expert Dave Dolak. Companies such as mail order or Internet businesses often count exclusively on written advertisements for attracting customers.

Email:

Email is an extremely important written communication tool used in business. Employees write multiple emails each day, setting up meetings or apprising bosses about the status of projects. The email is often used as an information tool after a meeting. Managers can sum up the key points of a meeting, then confirm follow-up assignments or tasks with email recipients.

  

Developing Good Business Communication Skills

• Writing skills are important because the majority of organizational correspondence is through the written word, in the form of letters, announcements, proposals, reports, memos, and perhaps case studies.

• Speaking is important because members must be able to express ideas verbally in a way that will both clearly get points across and hold the interest of listeners. Additionally, members might be called upon to conduct presentations to management, existing customers, or prospective clients.

• Listening is important because, the ability to listen — or the ability to tune in to the needs and objectives of clients, customers, and colleagues — is the one skill that can make the difference between a mediocre company and a good company.

• Reading is important because members of an organization must be able to interpret information correctly; moreover, they must be able to proofread their own written communications in order to ensure their messages will be properly interpreted.

In summary, in today’s electronic age, with all its gadgetry, for example, cell phones, fax machines, iPods, Blackberries, and computers, information is transmitted at the speed of light. Such electronic devices, however, are only as effective as the humans operating them, which is why members of an organization must possess proficiency in writing, speaking, listening, and reading.

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