Communication in writing is a key component in executing day to day workplace tasks. Most commonly used methods of communication by writing include emails, reports, and memos among others. The video on "Communicating in Writing: Workplace Essentials" presents the common mistakes individuals make while communicating using emails and reports. Moreover, the video elucidates the necessary essentials that an individual communicating through the use of the email system and reports must follow to ensure he/she delivers a message which is direct and precise.
With the busy schedules and information overloaded world, clear, concise and effective communication is of paramount importance. In particular, individuals have very limited time to sieve through book-length emails and reports. Additionally, people lack time and patience to scour through bad-constructed emails and jargon-filled reports so as to discover “buried” points. Moreover, piling up emails hinders effective communication between the manager, subordinates, and stakeholders. On the other hand, well-written and formatted emails and reports create a better impression on the boss, shareholders, and colleagues.
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Therefore, techniques presented in the video such as organizing emails into a folder in order to enhance prioritization come in handy. Additionally, avoiding unnecessary words in the email makes it precise and to the point. Similarly, employing techniques such as making use of the subject lines and proofreading is crucial since it enables an individual to avoid grammatical errors that may result in miscommunication. Such errors include the use of the word “fist” instead of “first.”
Similarly, reports need to be clear, sharp, and concise. As the video suggests, reports should address a particular issue and audience. Therefore, a good report avoids a lot of jargon words and rather uses language that the audience best comprehends. Additionally, the report length should be as short as possible but capturing all the necessary details. Lastly, it is important that the individual highlights the main message the report is communicating so that the audience has a clear summary on what to expect in the report.
Overall, communicating by writing is fundamental in executing daily work responsibilities. Therefore, issues such as grammatical errors, length, and structuring of emails and reports should be addressed efficiently by proofreading, avoiding book-length emails and jargon-filled reports, use of subject lines effectively in emails, and providing a content summary in reports.
