Tips For Improving Your Written Communication Skills

We can’t all be Shakespeare or Jane Austen when it comes to writing. Maybe we find it hard to express ourselves on paper or write down exactly what we way to say. But that doesn’t mean that we can’t follow some simple steps to improve our writing.

Think of how many times a week you have to write a note, email, letter or even a journal entry. You probably rely on the written word more often than you realize. That’s why it’s so important that learn how to improve your skills in this area.

We have previously discussed the importance of proofreading your documents for spelling, grammar and punctuation errors. This applies to all written documents.

However, there are other tips you should also follow to improve your written communication skills. You can learn how to write more clearly and convey your message more effectively.

Tip #1: Organize what you want to say beforehand.

Before you even start to touch your pen to paper or your fingers to the keyboard, plan what you want to say. Think about the message you want to convey and the important points you would like to make.

All of your thoughts might be swirling around in your head in a jumbled mess. In fact, they’re probably mixing faster than a blender of ice being prepared for a margarita on a hot summer day.

This is very normal—it happens to most of us. That’s why you need to spend a little more time preparing. You need to find a way to organize all those thoughts into a coherent, logical fashion. Effective written communication is presented in a clear, logical manner that readers find easy to follow.

Start by jotting down some ideas of what you would like to include in your letter or email. You can even write a general outline of the document. This will also help you to organize the structure and maintain a logical flow.

The extra time you spend in the beginning will actually save you time from having to revise the document later.

Tip #2: Stick to your topic.

How many times have you rambled on and on and on about something for so long that you forgot what you intentionally planned to say?

C’mon, you should put up your hand! We are all guilty of not staying focused, especially when we’re stressed, tired or overworked. This can often happen in written documents if you aren’t disciplined enough.

Effective written communication involves sticking to your original topic. It also includes avoiding the tendency to start discussing irrelevant subjects half-way through.

It’s hard enough to follow someone who starts off discussing their dog, only to switch to a detailed explanation of their latest medical problem. They then throw in a few unrelated anecdotes to ensure you’re really confused by the end of the conversation. At least you can ask speakers to whistle or hold their hand up when they’re about to switch topics.

Unfortunately, you don’t have this luxury when you’re writing to someone. The person won’t have you standing behind them clarifying what you have written so try to remain focused when you write.

Remain focused on your topic or original message throughout the entire document, not just the beginning!

Tip #3: Clarify any requests or terms.

Another important aspect of effective written communication involves specifying exactly what you mean. Try to avoid ambiguous terms such as “too much”, or “just enough” or “soon”. Quantify measurements, time periods or dates so that the reader won’t misinterpret what you are trying to say.

I mean who can blame your teenager daughter for interpreting your request to “don’t be back too late” as arriving home at 3:00 AM! Before you reprimand her because you expected her home around midnight, you have to remember one thing. She actually arrived early the next morning, not late. Well, at least that will be her excuse!

Maybe you will want to clarify the dollar amount when you ask your son not to spend “too much” on that little computer part he needs for his school project. I mean how could you know that the word “little” he used referred to size, not dollar value?

Spending $300 of your hard-earned cash on that “little cool computer gadget” that all of his classmates already owns is probably not “too much” in his eyes!

You should also specify specific dates and times. Getting to a party “early enough” may mean 5 PM for you and 8 PM for your friend. It’s best to find out before she shows up to meet you!

Tip #4: Explain any foreign or technical terms or references.

There are times when it’s appropriate to include a common foreign word or technical term in your written documents. However, effective written communication means the reader can actually understand what you are trying to say.

Therefore, you should never assume that someone will understand the meaning of a complicated term or reference just because you do.

Maybe a lawyer will understand that the term “ab initio” is a Latin term for “in the beginning,” but I’m sure most of the rest of us won’t! A language major will probably be the only person who understands the ancient Greek word, apeiron, meaning unlimited or boundless. The only thing your reader will understand after reading your written correspondence is your “apeiron” lack of judgment!

We may continue to include unnecessary complicated foreign words in our correspondence without realizing the negative effect it has on our readers. On the other hand, we will probably all recognize the meaning of the word “faux pas” when we stop receiving any replies!

If you including a complex or foreign term won’t add to the relevance of your written document, leave it out.

Remember, effective written communication skills involve planning and organizing what you want to say beforehand, sticking to your topic and clarifying any requests or terms. Avoid words such as “soon”, “early”, “enough” that can be easily misinterpreted by your reader. You should also explain any foreign or technical terms and references or avoid using them if they aren’t necessary.

itstime.com has an edition of newsletter that talks in length about several more ways you should keep in mind when writing. A good read.

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