Written and Oral Communication Skills June 05 2014
The way we communicate is constantly changing. For the most part, today we rely on technologies like our computers and our phones for texting, messaging, emailing and of course calling. These different types of oral and written communication are the tools we use to form and maintain relationships with others. In the business world we use these technologies in order to sell, to promote a project or to develop a proposal for our clients. It is thus important to grasp how to communicate properly in any business setting.
YouAchieve is a full service eLearning company that offers a variety of oral and written communication tips applicable for every organization. Whether you are currently training your employees, or your company is trying to retain and expand its customer base, our effective extensive library of SoftSkills has the answers for your training needs. We offer outstanding corporate training content and knowledge management methodologies. By hiring reputable trainers, authors, and experts to contribute knowledge and resources from their specific fields, we are able to highlight effective and efficient ways to turn all forms of business communication, written and oral to your benefit.
Professor Richard A. Far in his article “10 Tips for Better Business Writing” explains how to properly write emails and letters in a business format. Whether you are currently writing a letter to your employees, branding your own business or writing project proposals for your customers, you need to be clear, precise and, most importantly, be understood. Professor Farr strongly emphasizes that the most important thing you need to know about business writing is to be able to reach any audience effectively. When you are composing your letter, use language that you are familiar with rather than strong vocabulary or jargon, which may not be understood by others outside your field. Farr also emphasizes that the content is more significant than length. Proper use of grammar and spelling is also essential in any form of business writing. If your written material contains grammatical and/or spelling errors it will surely interrupt the reader’s concentration which will in turn, tarnish your credibility. To avoid losing your customers attention, Farr provides essential tips on how to edit and proofread properly. Editing can be a difficult process he says, he demonstrates useful steps on how to properly edit all written communication. For example, you should allow yourself “one minute for a sentence, or three minutes for a paragraph”. He also stresses that before publishing your article be sure to read it aloud to make sure your message is comprehensible and is expressed in the clearest manner.
Learning how to properly form a written text is beneficial and rewarding in many ways. Written correspondence, allows you to expand your business’ profile in both oral and written communication. If you prepare for your phone calls or group presentations by writing your speeches in advance then you will be able to reach your audience more efficiently and effectively.
There are many of us who findpresentingextremely difficult especially when developing proposals to clients, but don’t panic. YouAchieve has got you covered! Author Diane DiResta in her article “The Wave Of The Future” explains how to properly present your ideas as a team. DiResta explains that a business is not individual, it is an interdisciplinary approach to success, the different sections of your business need to group and communicate as a team. As Diane says: “in order to sell, promote, or position your company, idea, or product, you will need to team up!”. She recommends preparing with your team beforehand to discuss the process. DiResta also suggests rehearsing the presentation out loud in front of your team, to clear up any concerns and to improve presentation skills. Author George R. Walther in his report “Phone Power, Time Control” expands on presentation skills over the telephone. He demonstrates how you can be more efficient by planning ahead to make your oral communication more clear and “get the most from the least amount of time”. Both articles provide the a-b-c’s on presentationand telephone skills which in turn will ensure a prompt and positive response to all your proposals.
Proper use of written and oral communication is extremely important when trying to expand your customer base. On the other hand some may say that since we rely on technology to communicate for us the lines have been blurred between professional, and public life. As we use our phones and computers, it's important to remember that anything that we do outside the phones is public as well. Author Patricia Fripp addresses the 5 key steps to use everyday speech messages effectively. She accentuates that all oral communication outside of the home is public speaking. While many of us think that business communication only happens when we are dealing directly with our clients in a meeting, via email or over the phone, Patricia Fripp points out that even what is considered the most casual conversation with employees and customers by the water cooler, over the phone or in the elevator still counts. Your presentation skills outside and inside the work environment starts and builds customer relationships, essential for a successful business. All formsof oral communication in public life give the people that surround you the impression that you are just as professional and respectful in all aspects of your life. Patricia Fripp states after following her 5 key steps “you will have planted the seeds of future conversations and customers”.
What we can draw from each of the articles (summarized above) is that business communication in today’s world is complex. The key to successful communication is to absorb and learn new strategies that will help you deal with your clients and obtain a new customer base. These articles by Walther, Fripp, DiResta and Farr will help you remain competitive by teaching you and your employees how to fine-tune both oral and written communication skills in and outside the workplace.