Learnership Management System

Written communication skills

Written communication has several advantages. First, it provides a record for referral and follow‐up. Second, written communication is an inexpensive means of providing identical messages to a large number of people.

The major limitation of written communication is that the sender does not know how or if the communication is received unless a reply is required.

Unfortunately, writing skills are often difficult to develop, and many individuals have problems writing simple, clear, and direct documents. And believe it or not, poorly written documents cost money.

How much does bad writing cost a company annually? According to a Canadian consulting and training firm, one employee who writes just one poorly worded memo per week over the course of a year can cost a company $4,258.60.

Managers must be able to write clearly. The ability to prepare letters, memos, sales reports, and other written documents may spell the difference between success and failure. The following are some guidelines for effective written communication:

    -Use the P.O.W.E.R. Plan for preparing each message: plan, organize, write, edit, and revise
    -Draft the message with the readers in mind
    -Give the message a concise title and use subheadings where appropriate
    -Use simple words and short, clear, sentences and paragraphs
    -Back up opinions with facts
    -Avoid “flowery” language, euphemisms, and trite expressions
    -Summarize main points at the end and let the reader know what he must do next