Communication is the process of transmitting information from the sender to the receiver. The communication process begins with the sender having an idea which they shape based on their experiences and assumptions. The sender then encodes the idea by converting it into words to give it meaning. The third step involves the sender selecting the channel of transmission and conveying the message. This channel can be a computer, smartphone, wireless network, letter, spoken word, or any other medium. Consequently, the receiver of the message decodes by translating it to determine its meaning. The last step involves feedback, which is intended to inform the sender that the message was received and understood. To communicate effectively, the sender must consider the receiver’s background, culture, and communication skills, as these factors influence an individual’s ability to interpret and understand the message. The receiver, on the other hand, should avoid prejudging and try to understand both the verbal and nonverbal cues of the message.
Writing is principal to all business communication. Business writing is different from other forms of writing. For example, in the workplace, writing is purposeful, economical, and audience-oriented. In business, writing is meant to convey information and solve a problem. It is also presented concisely. Lastly, it is done from the audience as opposed to the writers’ perspective.
The 3-x-3 writing process is carried out in three phases, including prewriting, drafting, and revising. The prewriting phase involves analyzing the purpose of writing and the audience. It also involves anticipating the reaction of the audience to the message. The aim is to determine how to adapt the message to the audience by selecting the right words and tone. The drafting phase involves researching and organizing the message. This may involve analyzing how other businesses communicate before writing the message in a manner that would appeal to the target audience. In drafting the message, the writer has to be sensitive to the needs of the audience. The revising phase involves evaluating the draft and reviewing its readability. It also involves editing for clarity. Revising is aimed at ensuring the message is understandable and appealing to the audience.
Before composing the workplace message, it is important to determine the need for sending it and what one hopes to achieve. The primary purpose of sending a message is to inform and persuade while the secondary purpose is to promote goodwill.
Most business messages replace dialogues; therefore, they should be conveyed in a conversational tone. However, the dilemma is determining how casual one should be in their writing to ensure the message is clear enough yet not too formal. One way of addressing this challenge is by maintaining a conservational yet professional tone. Being professional involves avoiding overusing phrases such as ‘you know’ and ‘totally awesome,’ and shunning slang and chitchat. Moreover, one should employ a warm, conversational tone yet avoid using low-level diction.
One can use additional expert writing techniques to improve their writing skills and enhance the tone, clarity, and message effectiveness. The techniques include using a courteous and positive tone, simple expression, bias-free language, and precise words. One way of achieving a positive and courteous tone is to use positive language. Positive language conveys more information, it is uplifting, and it is a pleasure to read. Moreover, it allows one to avoid creating ill will.
A positive and courteous tone can also be achieved by expressing courtesy. One needs to avoid using expressions, such as ‘you must,’ ‘you should,’ and ‘you have to’ as they are likely to elicit an adverse reaction. Instead, one should use polite rhetorical questions like ‘will you please…’ Also, it is essential to observe courtesy even when being angry is justifiable, as expressing negative feelings is unlikely to persuade and create goodwill.
To adapt the message to the audience, one should use simple and understandable language. The idea is to convey the message to the audience effectively. However, one can use big words if doing so can convey their ideas to the audience effectively. The goal is to avoid pretentious language when communicating. One should also be selective in their use of jargon. Furthermore, each profession has its unique terms that are only understandable by people within the profession. As such, one should analyze the audience to determine whether they will understand the jargon they wish to use. Even so, technical terms should not be overused when communicating with the audience.
Lastly, one should use precise and vigorous words. Concrete nouns and strong verbs convey more information and keep the audience interested in the information. Also, precise words ensure clarity of the message. It allows the audience to determine what speaker or sender of the message intends to say. For example, when informing shareholders about profitability, one can use figures, such as “a 10 percent increase in profitability” as opposed to saying that there was a change in profit.
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