THE PRINCIPLES OF GOODCOMMUNICATIONUnit 1 Communication and Employability Skills
Principles of effectivecommunicationWritten communication
Written communicationAn important way of communicating within a business is the written word. The quality of the written documents produced in a business will reflect on the quality and professionalism of the organisation. A standard formal style should be used throughout. Depending on the type of communication there are various principles to be aware of.
Formal writingFormal writing is used when you want to communicate in a business like situation. The information should be presented in a clear and well structured way. The structure will mostly be an outline of the topic, some further detail about the topic and ending with some summing up.Avoiding informal language ensures there is no misunderstanding of the message being conveyed.
Rules for formal writing Do not use ‘I’ or ‘you Don’t say ‘I believe’ or ‘I feel’ Avoid shortening words like it is to it’s Never use slang words or phrases Spell an abbreviation out the first time you use it Don’t include rhetorical questions
Informal writingInformal writing is used in a variety of settings where a more natural tone is required. For example when you are trying to sell something or entertain people. It is also more likely to be found on a website where information is needed quickly. Informal language resembles the spoken language which is more concise and less ‘stuffy’ and ‘long winded’. It gives information in a more speedy way using a conversational tone. It will however use correct spelling and grammar.
Rules for informal writing To make content more personal refer to I and you in the text Keep things succinct and not too wordy Make use of contractions such as I’ll in place of I will Avoid complex language or specialist terminology
Business letter Always use formal language. Be set out in an established format. Have correct spelling, punctuation and grammar. Be concise and to the point. Have a formal beginning and end.
Email May be more informal. Should use the standard house style of the business. Should be very concise and not be too long or it will not be read. Always have a subject so that its not ignored as spam.
Business report Have an introductory overview. Be well laid out so the amount of information can be presented in a form that is easy to follow. Use professional language. May use technical language if required. Have a conclusion to clarify the outcome of the activity that has been carried out.
Barriers to effective communicationThere are a variety of barriers which prevent effective use of communication that should be avoided.If a business is to communicate well it is important to be aware of and avoid these barriers.Depending on the type of communication used the barriers may vary.
Barriers continued Poor use of punctuation, grammar and spelling which will give a bad impression of a business. To avoid this all documents should be checked with a spelling and grammar checker initially. After this they should be proof read. This is because spelling and grammar checkers are not fool proof.
Barriers continued Using formal or informal language in the wrong situation. A business letter is required to be formal whereas a web page will need a less formal style to keep people interested. To avoid this any member of staff should be fully trained to be aware of what is required in each different situation they will be dealing with when producing the written communication.
Barriers continued Using far too many words, using clichés, using two words that have the same meaning. This style of writing causes confusion and misinterpretation of information. To avoid this information should be written in a clear way using short sentences. Be concise and straight to the point to express ideas clearly.