written communication skills

written communication skills

Enhancing Written Communication Skills: Strategies for Success

1. Introduction to Written Communication

In addition, the cognitive-processing examination of reading and writing processes and the features of the reading-writing connection are also popular frameworks for guiding language teachers in designing effective instruction. Drawing from this body of research, this chapter offers strategies that have been shown to be effective in teaching written communication in early elementary grades through high school and beyond. Also, these strategies are organized in the cognitive discourse framework categories, which include word recognition, language proficiency, drawing from prior knowledge and making inferences, composing a written text, writing about genre, and various types of written texts. The chapter concludes with suggestions on how to achieve effective written communication instruction.

Written communication can be seen as the most challenging of the four communicative skills to teach and is the most challenging skill for learners to acquire. Written communication is complex in that reading and writing are inextricably linked. Furthermore, readers can employ a variety of strategies to create meaning, while writers can only employ metacognition, that is, thinking about their knowledge of a language system, in order to overcome meaning-making challenges. Additionally, second or foreign language teachers should take into account the substantial imbalance in research on reading and writing processes and the instructional strategies used for each skill. A popular approach is the use of a cognitive-discourse framework, which situates the reading and writing processes in the context of the social background of English language learners.

2. Key Components of Effective Writing

Content is why students write in the first place and what they will carry in their minds; it is what readers and authors talk and wonder about. Content is the ideas and information that the writer can bring to a piece of writing, and it is the heart of the writer’s message. The better the content, the more communication and critical thinking students will demonstrate. Writers who have much to say (know their material and have something to communicate), and who have a personal investment in communicating about the ideas, stand a better chance of producing lively, coherent, and adequate writing. Documenting one’s authority (being able to tell what one knows about a topic or to render one’s ideas and experiences meaningful) is the writer’s link with the audience.

Research supports a continuum of the writing process. The stages of the continuum include the following: brainstorming, clustering, freewriting, drafting/writing, revising, receiving feedback, editing, proofreading, and producing the final document. The process of writing is indispensable because writing is not simply the production of the final paper. The student must brainstorm, gather ideas, and begin writing the actual document. Throughout the process, the student must stop occasionally to check for grammatical errors and to make necessary revisions. Finally, the student must make any needed grammatical corrections, and the finished product becomes the final document which is turned in for grading. Each of these stages provides a frame of reference for focusing on the microlevel skills.

3. Techniques for Improving Clarity and Conciseness

Guests are requested to check out of hotel rooms by noon so that the rooms may be prepared for the arrival of new guests. Is this awkward sentence an example of sexist language problem? Wordy expression? Passive voice? Nominalization? Whatever your choice, each aspect of conciseness covered in this chapter can help you and your colleagues as writers. Whether you work with a memo, a brochure, or a technical document, you probably need to communicate your message as clearly and concisely as possible. Considering the time and money spent on printing and distributing documents, and the amount of time that document users spend reading, the subject of conciseness is particularly important. Reasonably concise written statements can save time and money. Although there are no simple techniques for producing perfect writing, most writers are usually more concerned with handling small problems that occur while their larger problems are turned over to someone else. Keep in mind that the parts of this chapter (and the primary purpose of the entire book) are designed to make the craft of writing easier for you, the constructive, courteous, and managerial message writers. Manipulating written expression, you professionals can produce writer-based sentences.

Because effective writing flows from clear thinking, and because time spent earlier in the writing process usually pays off in terms of time savings later on, it is essential to approach a writing assignment systematically. This chapter, which focuses on effective strategies for improving clarity and conciseness in written communication, is divided into sections that discuss verb forms, parallelism, and modifiers. It also addresses the special problems of wordiness, nominalization, conciseness in technical writing, and elimination of sexist language.

4. Mastering Grammar and Punctuation

Mastery of grammar and punctuation is essential to effective written communication. Misuse or absence of incorrect grammar can detract from what you have to say. They can interrupt the flow of thought or present obstacles for readers who expect accuracy. Incorrect punctuation can give rise to misunderstanding or confusion. Even though how you write is usually of less importance than what you write, grammar and punctuation can call attention to your writing style. Like speech, your writing has an unmistakable voice, which reflects your attitudes as well as your knowledge and commands of language.

One way to help yourself improve in this area is to take a course in grammar and writing. If this is not possible for you, there are a myriad of books and computer programs that can be very helpful. The investment of time, whether in a course, book, or computer program, will be most beneficial. Unclear or inadequate writing can call into question even the most astute thinking – an undesirable result in the world of work.

Let’s face it. Writing in a clear and meaningful fashion does not come naturally to most individuals. It’s a learned art that grows increasingly more polished with practice. Mastering the rules of grammar and punctuation is a fundamental step in honing your written communication skills. Without this essential knowledge, your efforts to communicate with the written word are likely to be misunderstood or undermined.

5. Practical Tips for Enhancing Professional Written Communication

The information in this chapter has somehow convinced you that some changes in your written communication skills would indeed be worth the effort. The remainder of the chapter focuses on planning, executing and polishing your business communications. Although the third word in the subtitle of this chapter is “writing” and although we have much to say about the process, we focus on the big picture. In today’s wired world, business communications can come in almost any format, many of which (telephone calls, e-mail memos, instant messages) emit an electronic beep, signaling an urgent, often short, message. Writing is only one form of business communication and, contrary to common opinion, has become a lesser player in today’s high-speed, information-laden marketplace. We concentrate on business writing both because it can help you enhance your overall communication skills and because, despite its decline in importance, your organization’s executives still frequently use (and misuse) the medium to convey important information.