Writing is one of the communication skills that shows one’s ability to think clearly and use language effectively. Writing is one way that is often used to communicate a message.
In written communication, the process of communicating messages is done by using written symbols that are through words and sentences.
Thus, what is meant by written communication is the process of exchanging written symbols between individuals or groups.
Written communication is also interpreted as presenting ideas or ideas in written form in a certain way (Also read: Written Communication Function ).
In business organizations, a manager is generally involved in various forms of written communication such as replying to letters from clients, recording agreements, preparing reports, making contract proposals, and so forth.
A manager needs to communicate information, instructions, decisions and other proposals in written form while still paying attention to those who receive and read the written message conveyed.
Good and effective written communication is written communication that contains comprehensive information about a particular subject that is arranged in a concise, concise, clear, correct, and easy to read (Read also: Organizational Communication ).
For this reason, some tips are needed as a guide so that written communication in the business world experiences success. Tips in written communication in the business world include:
- The topic of the problem must be clear and specific
The first thing to consider in written communication in the business world is that the topic of the problem must be clear and specific. This is intended so that the reader knows and understands what is the subject of the problem.
Writing the topic of the problem does not need to be long but uses terms that are precise, measurable, and factual (also read: Business Communication ).
- Choose and use words effectively
Our ability to write clearly does not only depend on who becomes the audience but is also determined by how much we know about the intended audience.
For this reason, in order to write clearly, we must use words that are appropriate to the audience. Therefore, choosing the right words is absolute.
The choice of words is done by looking at audience knowledge, our capabilities in using language, and good judgment.
Word choices include using short, familiar words, using concrete language, using active sentences, and choosing words with measurable meanings.
In addition, word choice also concerns the inclusion of jargon, idioms, acronyms, and cultural references (Read also: Cross Cultural Business Communication ).
- Arrange and develop sentences effectively
After we sort the words, the next step is to arrange and develop them into sentences. In composing sentences, we must ensure that the sentences used are short, complete sentences, and refer to one topic.
In addition, we must also avoid entering information that has nothing to do with the topic being discussed.
Other things that must be considered are using short sentences, determining the emphasis in sentence structure design, and the existence of a unity of sentences (Read: Learning Communication ).
- Design and develop paragraphs effectively
A paragraph is a group of related sentences in the same topic. A paragraph is generally a unit of thought. In designing a paragraph, things that must be considered are the topic sentence and the sentence related to the topic.
In a sense, the topic sentence emphasizes the placement of the important things at the beginning of the sentence. Furthermore, the sentences used are sentences that are closely related to the topic being discussed.
After designing the paragraph, the paragraph is then developed further through a number of ways such as using cause-effect techniques, illustrations, classification, comparison, and presents the problems and solutions needed (also read: Marketing Communication ).
- Pay attention to the structure of writing
The structure of writing in written communication in the business world is very important. Every written message should have a simple and clear logical structure. A good writing structure has a kind of road map that readers can follow.
This road map has sufficient signs and instructions and can help the reader depart from the starting point, down the road, until it ends at a point where the reader understands what is meant by the author (Read also: Communication Functions ).
- Using standard language
In general, the language used in the business world is the standard language. If the language used in written communication is Indonesian, then the language used is Indonesian, which refers to the Indonesian Spelling General Guidelines.
Things that need to be considered are the use of letters, writing words, using punctuation, and writing uptake elements if any (Read also: Examples of Successful and Unsuccessful Communications ).
- Use text format to help understanding
Text format includes the type and size of letters used, emphasis on the things that are important in the text, and spaces.
Different types and sizes of letters can be used to visually distinguish different parts of the text. If there are things that are considered important in the text, you can use italics or bold.
Another text format that also plays a very important role in written communication is the size of the space. Spaces are used to present the visual structure of a written message or separate between two paragraphs (Also read: Effective Communication Strategies ).
- Using tables and figures to help understanding
Tables and figures are very useful in organizing and communicating data.
The use of tables and figures is one way that can be used so that readers become easy to understand, understand, analyze, and interpret the message or information conveyed by the author.
Tables and data should be presented together with text or captions and present an analysis. This analysis should not duplicate information that has been presented by a table or figure (Read also: Visual Communication ).
Thus a brief review of tips in written communication. Hopefully it can add our insights and knowledge about written communication and various tips so that written communication becomes effective.