Tips for Developing Efficient Business Writing & Oral Communication Skills
Effective communication is one of the deciding factors that play a very important role in the survival of a business organization. Almost every business activity that is performed is planned or envisioned through the written word. Business writing includes reports, report summaries, letters, memos and any document that communicates something about a business. Countless business transactions are recorded using business writing. Success in business depends greatly on how communication is made and when business writing is done in the proper way then it will help the business flourish. It is not easy to be a good communicator. While it is true that for some professionals communication comes naturally, a majority have learnt it the hard way. Practice and constant attention to detail is the only way one can become an effective communicator.
Both public and private business entities depend on documents to communicate information that is vital to their business. This makes it important to draft documents in the proper formal language with clarity and in a concise manner. When a business document is written poorly it can have potentially disastrous consequences. In business writing, clarity is the main criteria. It is not necessary to use pompous sounding words. The sentences that are used should be short and to the point. If a word is not necessary it should not be used because there is no need to use long sentences. For instance instead of saying ‘‘Due to the current situation’’ explain what the ‘current situation’ is. As far as possible, try to use plain language instead of professional jargon.
While explaining things and accentuating ideas, please do not use exclamation marks. It is better to use signoffs like ‘Regards’ or ‘Best’ than over-friendly ones like ‘XOXO’. The language that is used should be crisp and also correct. Grammatical errors must be avoided. When it comes to oral communication skills words that are pronounced must be clearly audible. When there needs to be an emphasis to any word, it is better to change the tone of the voice while uttering the word. While speaking fillers like ‘umm’ and ‘err’ must be avoided. They are distracting and could be annoying too. While somebody is speaking it is rude to interrupt and it is also poor communication. Oral communication not only includes speaking but also listening. It is important to listen to other person speaking, that is when the communication process becomes complete.
While speaking to a person, eye contact must be maintained. This ensures that the attention of the listener is not lost. Any doubts that arise during the communication must be cleared before moving on to the next point. Listeners also must feel free to ask any doubts that arise within their minds. Carrying on a communication process without understanding or clarifying a point is not advisable. Oral communication skills also help while having a telephonic conversation. For instance, if an interview is done through telephone, then the interviewer should be able to retrieving the necessary information from the interviewee. Presentations are also wonderful opportunities for businesses to communicate with an audience. Oral skills will definitely come in handy while giving presentations. In short, business writing and oral communication skills can help a company be understood by its staff, customers and stakeholders.
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