Our first session focuses on common communication problems in workplace writing. We identify some of the typical problems encountered in reading memos, emails and similar texts.
* a clear and concise subject line which is relevant to the message
When Written Communication Breaks Down
Most communication problems in writing arise because the writer has not anticipated the needs of the reader and the needs of the situation. The writer may know exactly what he or she means, but the message does not get across to a reader or gives the wrong impression.
We can identify some of the common problems in written communication at work:
Unnecessary Length
Unclear structure and organisation
Lack of purpose and direction
Elaborate language and 'jargon'
Too many irrelevant details
Not enough background context
Too much background context
Inappropriate language
Tactless tone of address
These are the some of the factors that make life difficult for readers. And there are many more. In order to write well we need to understand what makes writing easy to read.
You can't guarantee it every time - writing is a human activity and always involves inter-personal politics of some kind and often cultural issues as well - but you can always learn from good examples, get better understanding of different writing situations, and broaden your range of options as a writer. Developing clear strategies for classic memo and email situations - informing, making requests, summarising, explaining, proposing ideas - is key to success, as well as consulting with others to make sure you understand the writing environment you are. This consultation is particularly important when you are new to an organisation or team.
During the course we will look at how we can improve our writing in order to avoid most of the common communication problems. We will also try to understand why they occur in the first place.The course is about how everyday workplace writing can be made more:
clear
concise
organised
flexible
reader-friendly
Effective Memo Writing
Although every writing situation is different, most effective memos will include some or all of the following features:
* a clear and concise subject line which is relevant to the message
* the main information or 'big news' in the first paragraph
* key words, especially words used in the subject line, in the first paragraph
* numbered and/or logically connected paragraphs which create a helpful message structure
* short paragraphs of between 2-5 sentences in length
* a clear and brief indication of the background or context ('archive statement' or 'orientation')
* a clear indication of the purpose of the memo
* supporting paragraphs which are relevant to the topic and not overloaded with an excess of information or bullet points
* requests for action made clearly but politely, with the reasons for the action explained if they are not immediately obvious
* feedback details (if relevant)
* a positive or forward-looking tone at the end
* clear sender/receiver/attachment details
* correct language which has been checked by you or a colleague
When planning a memo you might find the 'action-oriented' inverted pyramid structure useful (see 'Resources to Download'). This structure can help you to organise your thoughts and identify the priority information before you start writing sentences. It also helps you to develop a paragraph structure which is action-oriented, one where requests to the reader are clearly related to an ongoing or new context.
Writing Tip: When writing an important text it is often not a good idea to start with the first sentence or the subject line. Instead, plan the keywords of the text using a visual plan.
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