Is Your Written Communication Giving You A Bad Rep?

Are you delivering your message in the best way possible?

We all know that body language and tone of voice are very important in communication. However, in this high-tech world we need to extend our communication skills into type.

Reputation is very important, whether in the business world or in your personal life. The way we communicate plays a huge part in the way people perceive us and respect us. Have you ever experienced miscommunication, or gotten the wrong idea, based on an email or online message?

If you have it’s OK because most people do. It is easy to mistake the intended tone of a written message which can lead to miscommunication and sometimes to unintended negative connotations.

Think about this, many times we even introduce ourselves via written communication. Your written notes, business queries, social network messages and emails, both personal and professional, are sometimes the first impression you make! You never get a second chance to make a good first impression and the best way to earn respect and keep respect is to be consistently excellent in your communication skills. Let’s discuss ways to improve your written communication.

Are hand written notes a thing of the past?

In a culture where a text message sent via cell phone is more popular than an actual phone call, are we losing the art of the hand written note? If you want to truly make an impression and stand out from the others, a letter written by hand may be perfect.

However, whether you are using a pen, a keyboard, or a touchscreen, your written communication needs to adhere to certain standards. Use proper grammar and spelling in everything you write. Common sense rules apply here, such as the use of commas, capitalization, and punctuation. It is much easier to read a grammatically correct statement than to try to decipher an incorrect one.

For example: “Stop eating animals.” and, “Stop eating, animals.” are entirely different sentences and have different meanings!

Keep it short and sweet!

TL;DR. This is popular shorthand for “too long, didn’t read” that pops up mainly in over-worked, gregarious rants in forums or Internet memes.

This is a perfect reminder to us that in today’s fast paced world, if it takes a long time or a little effort to do it isn’t worth it and people will move on. If this happens, no one will get to the bottom of your story, no one will stick around long enough to understand the point you are trying to make. Write short sentences and paragraphs to make it easy for your reader to scan through and get to the heart of your message.

The last thing you want to do is overload a reader with multiple topics. Smart communicators know that less is more. More often than not, it is preferable to send several single-topic messages than one long message droning on from topic to topic.

Concise and complete is the goal here. If you are asking a question or favor, feel free to include as many details as possible while keeping the question brief and to the point. If you are answering a question, make sure to address each point of the question in one message to save on back-and-forth communication.

Write between the lines.

Everyone knows that in order to earn respect through written communication it is important to master fundamental skills, such as grammar and spelling. In this way your reader can see at a glance that you are intelligent; they will be compelled to read further.

Capitalization is very important for proper nouns and at the beginning of each sentence. Run-on sentences or missing punctuation can make it very difficult to read and understand what you are trying to say. Sometimes your written message is your only chance to make a good first impression so it is important that you follow these guidelines.

When you write and send written communication to someone, you are making a statement with more than just words. This is especially important to keep in mind with Internet communication. Sometimes people feel anonymous behind their computer screen and they may make statements in ways they wouldn’t in person. Before you send your message proofread it and use a spell-checker if necessary. If your document is important, such as legal missives or proposals, you may want to have it professionally edited to make certain you are delivering the right message and making the right impression.

Personalizing your communication makes a difference.

Successful people throughout our history have learned that communication skills do help define your reputation. Remember that you attach your name and essence to every piece of written communication you send out, whether you physically sign it or not. Mind your manners, write with a positive tone of words, and make sure that the message you convey is worthy of your name and reputation. Keep in mind that in some cases it is simply better to pick up the phone and speak in person than to risk miscommunication.

Whether you are writing a professional proposal or a note of niceties, follow these rules for better written communication. Make sure to personalize your communication whenever you can. In other words, address the recipient by their preferred name and feel free to add some personality. No one likes receiving form letters. If you are too formal with your writing then your message may come across as a form letter and therefore disingenuous. Think about the way you write.

Are you really getting your message across? Are you making the most of your chance to make an impression? It is never too late to develop your writing skills. Start today.