To: All staff
From: Company management
Subject: Workplace writing practices
Date: 1/24/2017
We are pleased to announce that this week is dedicated to educating all the employees about the best practices in written communication and how to improve their skills in written communication. The management acknowledges the fact that written communication plays an integral role in the contemporary business world hence the need for all the employees to be familiar with the different channels of written communication at the workplace. To be effective, written communication should allow one to express themselves clearly by making use of an appropriate language that best resonates with the target audience (GDINS, 2016).
Business writing facilitates the communication of technical information to the members of the organization who need the said information to complete certain tasks or solve business problems (Wyatt & Schnelbach, 2017) . It is largely persuasive, aiming to influence the actions and decisions of individuals within and out of the workplace setting. To successfully participate in workplace writing to fully understand the information being passed across in business writing, all employees have to be aware of the different types of writing within the workplace setting. Additionally, they need to practice the skills needed to come up with such texts. Some common documents that facilitate business communication include letters, proposals, memos, career documents as well as business reports (Wyatt & Schnelbach, 2017) .
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Despite business writing being an important component of professionalism, it is not everyone’s cup of tea. Many times, inaccuracies and misspellings do characterize the business documents written by different staff members (Skillsyouneed, 2017) . This has the potential to hinder the effectiveness of the said communication document. However, it is possible for all the staff members to improve their business writing skills. The first step towards improving one's business writing is to have knowledge of their audience. Having knowledge of the audience does not only allow you to gain a sense of direction in drafting the written communication, but it also allows you to utilize the vocabulary, tone, and style that is appropriate to the situation and audience (Skillsyouneed, 2017) . Another important aspect to consider when seeking to improve one’s business writing skills is content and style. The language used in the written communication should be simple and user-friendly. It should also succinct and concise. Additionally, the written communication must serve a clear purpose and should clearly separate personal viewpoints from facts (Skillsyouneed, 2017) .
To ensure that the efficiency of the communication is maximized, the business writing should adhere to the existing formats. Utilization of headlines, numbering, bullet points among other features of formatting allows readers to quickly go through a written piece of communication (Skillsyouneed, 2017) . It is also important to ensure that one proofreads the business documents they have drafted before officially handing it to the intended audience. Reviewing and editing a written piece of communication such as a business proposal, report or CV allows one to identify and correct mistakes thereby creating a respectable version of the said document. Proper utilization of grammar and punctuation will also improve the effectiveness of communication by helping overcome poor reception of the message and miscommunication (Wyatt & Schnelbach, 2017).
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Effective communication at the workplace is a team effort. The management will continue to work closely with all the employees to ensure that their written communication skills are excellent. Being aware of the best workplace writing practices will not only come handy in your current positions but also in your future career endeavors.
Thanks for your time,
The management team
References
GDINS,. (2016). Written Communication in the Workplace | Gabriel Dumont Institute . Gdins.org . Retrieved 24 January 2017, from https://gdins.org/written-communication-in-the-workplace/
Skillsyouneed,. (2017). Business Writing Skills - 5 Tips | SkillsYouNeed . Skillsyouneed.com . Retrieved 24 January 2017, from http://www.skillsyouneed.com/rhubarb/business-writing-tips.html
Wyatt, C. & Schnelbach, S. (2017). Tameri Guide for Writers: Business Writing (Professional and Technical) . Tameri Guide for Writers . Retrieved 24 January 2017, from http://www.tameri.com/write/techcomm/protech.html
