compensate for the impersonal nature of written communication

There is just too much information to remember in this day and age. Putting everything in writing is an easy fix. Written communication has a long history that dates back to the Egyptian hieroglyphs. It has taken many diverse forms. We are surrounded by words everywhere we go. Food labels with expiration dates, notes from roommates informing us that the dishwasher is clean, and traffic signs informing us that we took another wrong turn are all valuable pieces of information that could ultimately change our behavior.

3 types of written communication

In business, written communication can take numerous forms. However, the message transmitted is transactional, instructive, or informational regardless of the channel.

Transactional written communication

A transactional message is issued, to put it simply, to achieve outcomes. It could be a brief explanation, a meeting request, or a favor request. Getting a response from the recipient of the message or from the person with the most information is the main goal.

When sending transactional messages, the sender ultimately becomes the recipient, therefore the sender is free to select the channel that best suits their informational requirements.

It's preferable to use an online textual communication platform for transactional messaging. Getting a response is the goal of asking a question, ideally as soon as possible. When a response is required, sending a written communication by paper will keep you waiting for the data you require. Internet Instant messaging and other written communication technologies are ideal for asking quick questions and receiving answers as soon as feasible.

Informational written communication

When writing something informative, the sender conveys a message for the benefit of the recipient. There is no need for a response because this depends less on the recipient. Conversations about inquiries or concerns from the recipient would revert to transactional communication.

Both online and offline channels can be used to provide informative messages to a specific person or group of people. A written note can address the entire group and act as a reminder of the information by being posted in various areas across the office. In contrast, an email is more likely to include a notification or alert for the recipient, making it difficult to overlook.

Make sure the audience will receive the information before they need to put it into practice, using whichever medium you choose to deliver the message.

Instructional written communication

Written instructions for a particular activity are provided to recipients in instructional communication. Make sure these messages are clear and easy to read if the recipient is expected to take action. It is always vital to provide the fundamentals because there are persons who may not know as much as others about the subject at hand. The intention is to impart knowledge on the audience about a subject they may need to apply in the future.

The format matters more than the manner when it comes to disseminating instructional content. Instructions usually include a step-by-step procedure. The instructions can be graphically broken down and made easier to grasp by using bullet points or numerical phrases.

Written communication skills

Let's refine the content now that we are aware of the many forms of textual communication.

You'll need more than just a pen and paper when writing. These abilities will guarantee that your writing is of the highest caliber.

Planning and preparation

All written communication formats provide you time to collect your thoughts before sending a message, but how you use that time differs.

Sending a brief text to a buddy only needs you to type the message and hit send, maybe without giving it any thought. If the recipient of the communication is someone with whom you have a more formal connection, you may wish to consider what you want to discuss in advance.

Composing notes, letters, or emails is a whole other affair. Concepts are written, removed, reworded, and then removed once again. This is primarily due to the fact that we typically convey more serious and profound themes in our memos, emails, and letters.

Take the gravity of the subject into account when determining how much time to devote to crafting a message. Take the time to compensate for the impersonal nature of written communication, which might occasionally come across as such.