Communication can happen in many ways, such as video calls, face-to-face conversations, phone calls, illustrations, text messages, email, signage, advertising, and blogs. Written skills are paramount in establishing yourself as a top professional in the business world. This is because good writing follows a logical path and is easy to understand. Writing what you want to communicate forces you to organize your thoughts.
But how functional could writing skills be in a corporate environment? This article will help you understand a bit about the relationship between it and business, how written communication functions in companies, and how we could improve it.
The Written Language in Companies
The written language aims to preserve details of a communication process. It functions as a record of what has been agreed and the knowledge passed on and on.
The forms of written communication are pretty diverse and can be targeted in three ways.
- The first would be when the company communicates with external agents (external communication), such as customers or suppliers.
- The second direction is contrary from the first when written communication occurs from outside to inside (e.g., when people who don’t belong to the company communicate with workers).
- The third form is communication that occurs internally (internal communication)when there is an interaction between agents that form the corporate body.
This variety of directions opens the door for different ways to communicate, from emails between departments to content marketing actions, focused on attracting and retaining the target audience to transform them into customers.
Writing goes far beyond sitting in front of a computer and starting typing.
Several habits can help you write well if you adopt them in your routine, plus various techniques and customs to organize the content that will be produced, in addition to the writing and review itself.
3 Habits to Develop Written Skills
1. Reading is the first step to writing well.
Reading is the best way to acquire knowledge of textual production; when reading frequently, you develop a broader vocabulary, which is very important when producing texts on various topics and using multiple languages.
In addition, an avid reader gains an innate understanding of grammatical norms, causing valuable lessons to be learned from experience and contact with different writing styles.
2. Deepen your study in your domain languages!
Mastering languages is indispensable for those who wish to be a good writer. There is no need to study exhaustively, as you will not have to identify language figures by name, classify verbal predicates, or differentiate sentence, prayer, and period.
But it is very worth dedicating a little of your time consulting the best grammars and articles on the internet. Thus, you will stop making several mistakes that have been compromising your newsroom.
3. Practice your writing daily
We know that you’ve heard that phrase so many times that you’ve had enough. But that doesn’t make it any less accurate, especially for writing! Practice makes perfect!
Writing every day will help you exercise and develop creativity and keep your mind working. An interesting phenomenon happens when you include writing in your routine: your brain becomes more active and gives you more fascinating ideas.
You can write anything: a reflection or an outburst; you don’t have to produce genius content or at least publish it. But, if you still have difficulties with what you will write, the following two tips will help you.
Why are Writing Skills in the Top Business Skills to Learn?
Writing skills are in Top Business Skills to learn because it is consultative; whenever necessary, it is possible to use the text to resume the subject, making it indispensable.
This is possible with audio and videos as well. However, written communication is much more used as a resource for recording and formalizing interactions, business orders, corporate dialogues, etc.
Writing is one of the most traditional ways of transmitting knowledge and interacting with people, and we can’t forget about strategic bias either. Written communication opens up the possibility for a company to establish marketing actions as no other way can.
Yes, again, you may be thinking, “but I have videos and multimedia resources at my disposal; why focus on texts?”
The point is that written communication is much faster to be produced and, when well executed, leaves no doubt whatsoever about the message transmitted.
Moreover, whenever any questioning occurs, a text can be consulted to resolve the doubts.
Before we share our tips on how to write business emails, check out some of our top recommended articles.
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10 TIPS TO TAKE IN MIND WHEN ADDRESSING A BUSINESS EMAIL
- Look at it as a Powerful Integration Tool
- Writing in companies has an integrating role, it helps communicate and makes it possible to make decisions, actions, and processes directly related to image, reputation and organizational climate, fundamental issues to achieve the expected results;
- Do not Drift Away from the Key Message – FOCUS
- A corporate text should be focused only on matters related to the company. There is no room for personal issues and jokes, but that does not mean that this communication should be heavy or arrogant;
- Objective and Concise
- Be objective, and deal directly with matters important to business and work relations, show respect to the reader and avoid constraints;
- Professionalism comes with Politness
- Need to ask a favor? Going to charge a debtor? Are you angry? Need to make a complaint? Always be polite! Communicate with firmness, assertiveness, state exactly what needs to be said, but be educated in any circumstances.
- Start Well and Close with Compliments and Your Name
- Start a document with warmth, use words like “please” and “thank you,” assume and sign everything you write;
- Do not Sound Like a Machine
- Write in the first person singular or plural. Avoid expressions that depersonalize communication such as it is recommended, the department recommends, it is recommended;
- Tailor the Message for the Receiver
- People are unique and have different needs for information, detailing, and explanations. In addition, they receive and understand the information by following their way of thinking and their expectations.
- Define the Reader’s Profile and Work from There to Craft Your Message
- To define your reader’s profile, ask yourself the following questions: a) who will lead the action? b) who will use this information? c) who needs to acknowledge the situation? d) who will be mentioned? e) who needs to be consulted?;
- Business Language/World Requires Etiquette Similar to Personal Relations
- Email is a business document like any other, despite the speed of sending/receiving the message and the closeness to the reader, he should follow the same rules of education and professionalism that govern business relations;
- Mail Etiquettes to Consider At Work
- In this context, the main rules of etiquette are: a) Write tactfully and avoid excessive upper and lower case letters, b) Use an initial greeting and sign messages, c) Review the message, so there are no grammatical errors, d) Avoid sending copy messages to everyone be careful with other people’s email address, e) Do not offend, distract or confuse the reader.
Writing is the standard and most used form in the business world; therefore, necessary the mastery this skill because, unlike visual communication, the connection and understanding of the message we want to depends on the words we use and in which contexts we use.
Reference and Further Reading