The Importance of Written Communication

Written Communication is the most reliable source of communication as it puts on record your idea, message or information. Once a message is recorded it acquires higher credibility. The written message may be encoded in the form of letters, journals,  business reports, e-mails, research papers, books , blogs, articles or magazines. Written communication holds great significance  in educational institutions, corporate communication and government offices. No school, college, office or organisation can run without using written form of communication. Even in settling disputes, resolving conflicts or dealing with legal issues, written communication plays an important role.

Imagine how difficult it would be to connect with your pupil, colleagues, customers and clients in the absence of written channels of communication like notices, circulars, e-mails, letters, journals, books or magazines. All these channels thrive on the art of writing. Writing is an activity which will never leave you no matter how much you avoid using it.  Whether writing for school or college education or drafting a resume for career communication or later preparing project reports or business reviews for office submissions or writing briefs for press or media, advertising etc, writing is an inescapable task. You just cannot survive without executing your written skills.

So what is holding you back to write? A pen and a paper, a note pad or a desktop or laptop is just what you need to start your writing workshop. Begin now, right away , do not delay.  Well  yes, it is easier said than done.  If you want to know how then read on…

Writing is a four step process. Follow the 4P’s of writing to achieve clarity in your communication:

Step 1- Planning– This includes identification of purpose, audience and topic. Planning also involves identification of resources for collecting information, reading and researching to gather knowledge on your topic.

Step 2- Preparation- This includes techniques of ideation like brainstorming and mind-mapping.  They further help in preparing a rough draft and defining a framework and structure for your writing. This allows free flow of ideas and provides a platform to express yourself.

Step 3- Writing- This is the actual stage of writing which involves organizing and evolving ideas into a complete write-up. This stage divides the writing into three distinct parts –

a. The Introduction b. Body of the draft c. Conclusion

Step 4- Post writing-  This final stage comprises of editing and revising your document. Editing helps rectify errors and eliminate unnecessary information. Proofreading is must to ensure that your document is free of linguistic , grammatical and textual errors.

Writing  well is not restricted to knowing the process. There are certain elements that make your writing crisp and clear. If you want to master the art of writing then you must follow the Six Golden Rules of Successful Writing given here:

Rule 1: Begin by asking the WH-Questions- Who, What, When, Where, How

Rule 2: Keep in mind the interest of the reader: Adopt the ‘You Attitude’. You attitude is the approach wherein the focus is on ‘You’ the reader’ rather than ‘I’ the writer.

Rule 3: Follow the ABC of writing, where A stands for ‘Accuracy’, B for ‘Brevity’ and C for ‘Clarity’. Direct approach, simple language and correct grammar will never fail to appeal the reader.

Rule 4: Apply the KISS formula that is,’ Keep it Short and Simple’– Time is precious, value the time of your reader by creating short meaningful messages. Avoid repetitions, long winding sentences and irrelevant details.

Rule 5: Substantiate your writing with examples and illustrations: Examples impart authenticity to your words. People easily relate to stories, anecdotes , figures or statistics. Examples help to reinforce the idea.

Rule 6: Be considerate– Your writing should reflect social and cultural sensitivity. Respect your reader. Use a language that is unbiased and dignified. Refrain from Ethnocentrism and stereotyping.

Originality and freshness are always in demand.

Be original, start writing now…

“You fail only if you stop writing”

(Ray Bradbury)



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