The significance of written communication in the workplace

Picture drafting a professional email to your team about an upcoming project deadline. You know what you want to say but struggle to find the right words. You’re worried it'll be misinterpreted or, worse, ignored. 

It's a scenario that’s all too common. Whether it's a simple email, a detailed report, or a job description on LinkedIn, the power of written communication skills can't be underestimated.

As the world becomes more interconnected and remote work becomes the norm, your reliance on written communication only intensifies. Yes, you’ll need to write clear memos in any role — but this shift makes the ability to convey tone, intent, and nuance through the written word more necessary than ever. 

It's more than getting the message across; it's about ensuring it resonates, engages, and drives action. Effective verbal and written communication skills are critical in collaboration, building trust, and navigating the nuances of digital interactions.

What is written communication?

The written communication definition is naturally very broad, as the process of sharing information or expressing ideas through writing in any form. It’s one of the key forms of communication, alongside verbal and non-verbal communication. 

In business communication, its importance stems from its ability to document, instruct, and create a permanent record. Good written communication skills guarantee clarity while fostering trust and respect among your peers, thanks to thorough meeting notes, concise memos, or tactful reminder emails.

Regardless of what you’re documenting or saying in the workplace, you’ll benefit from strong written communication skills. 

Most common written interactions at work

In today's hyper-digitized economy, we send and receive roughly 333 billion emails each day worldwide. Even if you’re sending a note to your coworker down the hall, you’re one of many people relying on daily written communication.  

Perfecting the various forms of written communication is key to effective business communication. Here are some core examples of written communication at work:

Emails

You're likely no stranger to the buzz of an incoming email notification. Professional emails remain the backbone of a significant portion of business communication. They serve a valuable role as an intermediary between verbal communication and written reports, offering a platform for everything — from casual check-ins to formal announcements. 

The diverse use of emails reflects their versatility in the workplace, from sending a resume as a cover letter, reaching out on LinkedIn for networking, or even receiving constructive feedback on a project. The key to effective emails is setting the right tone, being clear and concise, and ensuring an error-free message. 

Reports

Reports are the pillars of informed decision-making in the business world. They offer insights, share critical points, and provide recommendations. But what sets a report apart? Good writing, for one.

A report should be comprehensive yet direct, without grammatical errors, and follow a clear structure with headings, bullet points, and a consistent writing style.

Whether it’s an annual financial review, a press release about a company milestone, or a memo outlining policy changes, your goal should be to share information effectively. They often require a deeper understanding of the subject and the skills to present data in a digestible format. 

Notes

While they might seem trivial, notes play a significant role in daily business interactions. They're the quickly jotted-down reminders for oneself or colleagues, the key points highlighted during a meeting, or the essential takeaways from a workshop. And usually, they’re the bridge between verbal communication and more detailed written messages. 

Notes are indispensable, whether you use a sticky note on a desktop, a text reminder, or a comment on a shared Microsoft document. Keep your notes clear, concise, and free from typos to be most effective.

Characteristics of effective written communication

From crafting job descriptions on LinkedIn to sending text messages to colleagues, there are endless examples of written communication. 

But what distinguishes a well-written email from a hasty, confusing one? Effective written communication has a few defining characteristics that ensure messages are understood and resonate with the intended audience. Here are some key written communication skills examples:

Comprehensive

A well-rounded message should be comprehensive and take a holistic approach. It covers all key points, ensuring that the reader doesn’t have to guess what you’re talking about or why you’re telling them. 

Addressing all aspects of a topic or request ensures that your reader has everything they need, getting ahead of potential lingering questions or uncertainties. Whether you’re writing a cover letter for a job application or sending a memo to your team, your message must paint a clear picture. 

Accurate

The truth and nothing but the truth should be your mantra when writing. Accuracy in written communication means presenting information that is both error-free and factual. 

When you share data in a report or provide updates on social media, ensuring that your information is up-to-date and precise is extremely important, especially in sensitive industries like healthcare or finance. Misinformation or outdated data can lead to misunderstandings or even business blunders. And even simple typos can create confusion, so watch for errors by proofreading thoroughly. 

Appropriate

One size doesn’t fit all, so ensure every piece of written communication has a clear intended audience and tailor your message to them. Setting the right tone, choosing the appropriate words, and ensuring relevance are all components of appropriateness.

A press release should have a different tone than a text message to a family member, just as a post on a professional webpage will differ from a personal social media update. Your LinkedIn profile might be somewhere in the middle, but your cover letter should be professional.

Grammatically correct

Grammar might seem like a small detail, but it's a telling sign of professionalism in the world of written communication. Messages free of typos and grammatical errors help convey information clearly and reflect competence and care. Proofreading is a straightforward step, but it's crucial to ensure your writing is polished and error-free.

Clear

A clear message is easy to understand without unnecessary jargon, so keep it simple and straightforward. While industry-specific terms could be commonplace for you, they can confuse someone from a different background. Ensure your message is accessible to anyone who might read it. Clarity should always supersede your industry vocabulary.

Scannable

A quick read is a good read, and working in fast-paced environments means only some have the time to read through lengthy paragraphs. Making your written communication scannable — using headings, bullet points, and clear formatting — aids in quick reading. Whether someone is skimming a report to pull out key points or glancing over a list of competencies, a well-organized and easily scannable document makes the process efficient and enjoyable.

How to improve written communication skills

According to a 2018 job outlook survey by the National Association of Colleges and Employers, more than 80% of employers look for strong written communication skills on a resume.

In fact, it was the third most important skill listed, right behind problem-solving and the ability to work in a team. And, since strong communication skills are central to business success, knowing how to convey messages effectively is crucial. Here’s a guide to elevating your written communication game.

1. Identify your goal and state it

Before starting to write, knowing what message you aim to convey is essential. Set a goal of sharing information, making a request, or providing constructive feedback, then stay focused and write to that intention.

2. Tone

It’s not just what you say but how you say it. Every piece of writing, from a social media post to a business memo, should match its intended audience's expectations of style and tone.

Adopt a formal tone for a press release or a conversational style for a LinkedIn update to better ensure the message resonates with the reader. You’ll likely even change your tone for individual correspondence, speaking differently to your CEO than a group of team members. 

3. Keep it short and simple

Brevity remains a staple of effective writing. Instead of overcomplicating things with jargon or lengthy explanations, aim for simplicity. Clear and concise messages are more likely to be understood and remembered.

4. Be aware of sentences and paragraphs

The structure of your sentences and paragraphs plays a significant role in readability. Avoid lengthy, run-on sentences and organize your thoughts into concise sections. A well-structured message can make a big difference in how it’s received.

5. Stay on topic

While it might be tempting to include additional details or diverge into related topics, sticking to the main subject is crucial. Veering off course can confuse readers and dilute the primary message. Don’t include unnecessary details. 

6. Use active voice

Active voice makes your writing direct and confident. Instead of saying, “The report was written by John,” say, “John wrote the report.” This style makes your messages clear and authoritative.

7. Proofread it

Everyone makes mistakes. Even the best communicators can overlook typos or grammatical errors. Proofreading ensures your writing remains error-free, preserving its credibility. 

8. Ask someone to proofread it, too

As the saying goes, two sets of eyes are better than one. Getting a colleague or friend to review your work can offer fresh perspectives. They might catch mistakes you missed or provide insights to enhance clarity.

9. Make it readable

Good writing avoids common mistakes like clichés or repetitive phrases. Aim for originality and clarity, ensuring your message is easy to digest and impactful.

10. Make it easy to scan

The modern reader often skims content, so craft your content with a specific reader in mind. Using headings, bullet points, and whitespace makes your writing scannable, allowing readers to grasp key points quickly. You can even bold subheadings or key terms to help skimmers find what they’re looking for. 

11. Be professional

Regardless of the platform or purpose, maintaining a consistent and appropriate tone throughout your written communication reinforces your professionalism and credibility.

12. Practice makes perfect

Like any other skill, improving your writing requires regular practice. Whether you're drafting text messages, crafting job roles and responsibilities, or updating your webpage, seize every opportunity to hone your skills. Over time, you’ll see the fruits of your labor as your written communication becomes sharper and more effective.

Tools that help improve written communication skills

Impeccable written communication is a cornerstone of professional success. Yet, even the best communicators can sometimes miss the mark. Thankfully, there are several tools tailored to refining your writing, ensuring clarity, coherence, and effectiveness.

From cutting-edge software to traditional grammar books, these resources play a pivotal role in elevating your written communication skills. Here are some of the standout tools:

• Grammarly: One of the standout tools in written communication is Grammarly. This advanced tool doesn’t just flag grammatical errors but offers style suggestions, ensuring your writing stays error-free and polished. For any LinkedIn post, cover letter, or business communication, Grammarly ensures your tone remains consistent and your messages pack a punch.
• Hemingway Editor: Ever wished for more precise, more direct writing? Hemingway is the tool you need. It highlights complex sentences, suggests simpler alternatives, and identifies passive voice, helping refine your writing skills. With the rise of digital platforms like webpages and social media, clarity has never been more crucial. Hemingway assists in cutting through the jargon, ensuring your written word resonates with the intended audience.

• ChatGPT: Although the tool isn’t perfect, ChatGPT can proofread text and even adjust the tone for you. Experiment with ChatGPT prompts to see how the tool can help you brainstorm, draft, and even polish written content. 

• Grammar books: While digital tools are handy, sometimes you need to refer to the classics. Grammar books offer a deep dive into the nuances of English, providing rules, examples, and guidelines that stand the test of time. Whether you're brushing up on common mistakes, understanding the intricacies of verbal and written communication skills, or just looking for a refresher, these books serve as invaluable companions. 

Piecing the written word puzzle together

The art of written communication is paramount in the workplace. From detailed reports to concise emails, the efficacy of your words underscores your professionalism and attention to detail. The multifaceted role of written communication in the modern workplace is a fundamental pillar in your broader interpersonal communication skills. 

As you navigate the corridors of business interactions, your written communication skills often leave the most enduring impact. Honing these skills is a professional imperative, reflecting your unwavering commitment to navigating the dynamic demands in the workplace. Remember, impactful communication is as much about precision as content.