Effective Business Communication Communication Skills at Workplace

Question: Discuss about the Effective Business Communication forCommunication Skills at Workplace. Answer: Introduction: Before I start with the training session let me ask you all some basic questions with regards the same. Have you all ever felt that what you intended to communicated has not been done? Or have any one of us ever found ourselves in a state wherein there is language barriers? Well the main reason behind the same is lack of good communication skills in written form as it is then that usage of words matter the most. Communication, the most essential skill that a person should possess for becoming successful in any field whether personal or professional. For a person to be successful at his workplace, he should make efforts to communicate in the most apt manner which would automatically draw the attention of the listeners. Let us take the example of the President of USA Barack Obama who is presently rated as the best orator. It is his communicative skill which drives the masses and enabled him to take the country out of the great depression in 2009. Communication is what matters the most as the style determines a persons confidence, passion and zeal to work. Of course we should not communicate what we do not believe. Well, I am sure that all of us are aware of the meaning of communication and also may consider ourselves to be good communicators. But good communication does not always mean verbal. Written communication is of utmost importance at our workplace and it is here that the usage of words plays a very dominant role. Today we have all gathered here to improvise our written communication skills as this acts as an evidence at times of dispute. Thus while exercising words in any written document basic care and diligence is necessary. I stand here today to conduct a training on how can we improve our written communication skills. I have conducted several training sessions across the city and have found various issues which people face and today I am here to resolve al the problems that you all face while communicating to people in written form (Conrad, 2015). Writing of emails and letters, drafting of reports and tenders all need vigilance. We all sitting here should know that even reply to an email or a letter is communication. A simple ok in written message is also a form of communication which may be turning point for the organization (Santoriello, 2015). My main points of discussion which I would talk about today are: How to deal with the struggle to communicate message when we are not face to face with the other person Understanding the audience to whom we need to communicate and what format would suit the best to communicate. Written form of communication needs the attention to shift towards the grammar being used and the same should be proof read before further communication. Let us divide this into some smaller points to make it easier for all of us to understand. Transition:Successful Transmission of Ideas Struggle to communicate message: Verbal communication seems to be very easy to most us simply because it enables to read a persons face, voice tone and language. Also cross questioning can be done at the same hour thus enabling us to achieve better clarity. Thus it is very important for us to understand how to write an effective email or letter which is clear and unambiguous in nature. The struggle to communicate a message arrives due to an issue of clarity of thoughts. The data may contain all that is asked for but the way the same is written may end up defeating the entire crux. Written communication is a jargon for all of us also because we generally end up confusing ourselves with regards the flow of information. This also leads to struggling with understanding the message (Lewis, 2015). For example words used should be such that are polite yet curt enough to get the message across. Transition: Connect with Audience Audience and format of communication: Another important criterion that we must fulfil while communicating in the written format is the target audience and the format we chose to communicate our data. Audience: It is very important for us to understand to whom are we to send an email or report. For example if the target audience if is your superior then communication should be formal in nature. Whereas if an email is to be written to an external person then usage of more polite words is the need of the hour. Format: Written communication is also of varied nature. It can be an email if communication is to be made to an outside agency or within an organization in a more informal manner. If a report is to be submitted then the communication is formal in nature (Mindtools.com. 2013). Transition: Grammar and Sequencing of Written Document Grammar and proofing: I am sure now we are all aware of the various forms of effective written communication but we should also understand that grammatical errors should be avoided and proof reading is a must. Grammar: We are all professionals who have degrees from renowned schools, grammatical errors are seen as silly mistakes which make us look unprofessional. Proofing: Command over the communication language is not enough for a person to be called a professional. We should also have the ability to do proof reading of our document before final submission(Florence, 2014). Transition: Concluding the Present Session These are just a few of the basic skills that one should possess or at least inculcate within so as to ensure written communication is effective. It is very important for us to know that clarity in thoughts if only restricted in our minds can be very dangerous for you as well as the organizations health. All of us here should read and draft our letters and emails with utmost diligence so that mistakes which are written down can be avoided as these generally take the role of evidence in case of any legal proceedings or conflicts (Hosking, 2014). Thus I would like all of you to try to improvise your personal skills of communication and work upon the writing skills as it is we who are the face of the organization for the outsiders. We are the ones who ensure that the organizations goodwill and reputation is maintained intact. Our responsibility is not only to perform and work efficiently, we are also responsible for communicating effectively. One misbelieve we all have in our minds is that usage of difficult words can prove the knowledge base of an employee but the same is a misconception. Simple English which is clear and concise is welcomed rather than ambiguous and confusing words. Thus from today we will ensure that written communication is as effective as our verbal communication is. Simplicity is better rated than complexity in your views and communication. References: Conrad, B. (2015). How to Have Strong Oral and Written Communication Skills in the Workplace. Retrieved from https://smallbusiness.chron.com/strong-oral-written-communication-skills-workplace-21378.html Florence, N.G. (2014). Communication skills in the Workplace : How to Get your Point Across at Work?. Retrieved from https://blog.udemy.com/communication-skills-in-the-workplace/ Hosking, R. (2014). Why Good Writing Skills Are Important in Todays Workplace and Tips for Developing them. Retrieved from https://executivesecretary.com/why-good-writing-skills-are-important-in-todays-workplace-and-tips-for-developing-them/ Lewis, M. (2015). 10 Tips to Develop Effective workplace Communication Skills. Retrieved from https://www.moneycrashers.com/effective-workplace-communication-skills/ Mindtools.com. (2013). Writing Effective Emails . Retrieved from https://www.mindtools.com/CommSkll/EmailCommunication.htm Santoriello, A. (2015). Helping Employees Get it Write- Promoting Workplace Writing Skills. Retrieved from https://www.skilledup.com/insights/helping-employees-get-it-write-promoting-workplace-writing-skills