Why Effective Written Communication is Important in the Workplace

Why Is Effective Written Communication In The Workplace Important July 28, 2020

Mary Kate Morrow

Writer

Introduction

Why is effective written communication in the workplace important? Effective written communication improves both company culture and customer service and is overall an important workplace foundational skillset.

What are Written Communication Skills?

Written communication skills are the skills that are required to transfer information by writing. Workplace written communication is any written communication that occurs in relation to your business operations. Most jobs need at least some degree of written communication skills in order for those performing them to succeed in their role.

There are many ways that written communication skills are required in everyday business operations, ranging from emails to quarterly report compositions. Clear concise writing will make sure that everyone involved in your workplace communication understands the information you need to get across.

Verbal communication and written communication are both important in the workplace to transfer information, but they have major differences. Verbal communication relies heavily on the tone and body language that a speaker uses. On the other hand, written communication uses semantics, punctuation, and grammar.

Make sure to pay careful attention to the below-listed qualities of good communication in order to develop effective written communication skills-

Active voice
Clear concise
Purposeful tone
Correct grammar
Appropriate punctuation

With our current use of technology, written communication is becoming increasingly more prevalent. From training manuals to human resource reports, effective written communication is necessary for your everyday business operations.

Why is Written Communication Important at Work?

Big businesses report losing over $62 million dollars and small companies over $420,000 per year as a result of communication barriers in the workplace.

The most successful business leaders make sure that they practice clear concise written communication practices. There are many benefits to effective written communication, including-

1. Brand definition- Whether you are writing a tweet, case study, or privacy policy, your written communication skills can show your clients your business values good communication and professionalism. Make sure to use clear concise language, proper punctuation, and an active voice to represent your brand.

2. Permanence- All written communications are a permanent record. A permanent record may be the only thing that you have to prove an interaction occurred. For this reason, written communications can be indispensable to legal proceedings or business disputes.

3. Accessibility- Written communication is the best way to communicate a message to a large audience. Instead of having to individually call or visit recipients, you can easily send out an email to everyone necessary with only a few clicks.

4. Clarification- Clear concise messages help readers to understand exactly what the writer intended. An additional benefit is that this information is easily referenceable anytime it is needed.

5. Productivity- Business professionals should try to share only relevant data as timely as possible. By limiting unproductive conversations that are not directly associated with duties or important due dates, your business will optimize productivity.

6. Decreased Conflict- Improved written communication decreases miscommunications that could potentially progress into larger issues. Miscommunications can be costly especially if the situation reaches the need for legal intervention.

More minor frequent miscommunications create a hostile company culture. Make sure your human resource department is well-trained and ready to address any miscommunications that occur amongst staff.

7. Team building- Effective written communication assists employees in understanding their respective roles and responsibilities. Clear concise communication about role expectations help to decrease stress, provide direction, and limit both costly mistakes and a hostile company culture.

Established effective written communication etiquette helps minimize communication gaps and improves team building.

8. Happier employees- Employees who effectively communicate start to look forward to coming to work. Effective written communication is essential to employees being happier and more productive in the workplace. Make sure to offer your employees support by regularly providing the opportunity for them to give feedback.

The best way to do so is often to inquire about their successes, difficulties, and challenges. Allowing employees to respond in a written communication format may help them to feel less pressured, and give them more time to form their opinions.

9. Consistency- Make sure your team is provided the same information to increase the probability of consistent external communications. When staff receives conflicting or nonuniform data, there will inevitably be miscommunications.

Miscommunications negatively affect the efficiency of your company, both internally and externally. A clear concise communicative company is much more attractive to customers and clients.

Effective written communication not only helps you make sure your team is all receiving the information but provides a permeant record that you have done so.