The art of written communication is a much more nuanced representation of language than speaking. With face-to-face interaction, both verbal and nonverbal cues offer a more in-depth understanding of the speaker's mood. When writing, there aren't as many cues that can be used to infer the speaker's tone or feeling.
Misinterpretation could lead to broken relationships or a failure to communicate details of a task successfully, but interpersonal communication can't always happen face-to-face, so mastering the art of writing is a necessity. Below, 12 members of Forbes Coaches Council offer their best techniques that professionals can adopt to have better success with their written communication.
1. Wear The Reader's Hat
Write your message with the reader in mind. Wear their hat—what takeaways do you want them to receive? What do you want them to think and feel and be energized about after reading your message? What are the unspoken signals your message might be giving? When you wear the reader's hat, you understand their perspective and their lens, and you communicate powerfully and effectively. - Shefali Raina, Alpha Lane Partners
2. Pause And Revisit
In writing, it is easy for your message to be misinterpreted, especially with the fast pace of the world today. By pausing after your writing, rereading your words and focusing on your punctuation, you can avoid misunderstandings from your message. It's worth the extra 10 seconds to avoid broken relationships, misunderstandings or even worse—a lost customer! - Susan Scotts, SScotts.EsourceCoach.com
3. Keep A Positive Tone
Start every message with a positive tone and encourage the receiver to ask for clarification if they have questions. If replying to inquiries, use a positive color such as blue, versus an angry color such as red. Digital messaging is a method of interaction in the workplace, and when used in a positive tone, it can improve the employee experience and increase human connectedness in the workplace. - Jonathan Silk, Bridge 3 LLC
4. Read More
Reading fiction or nonfiction exposes us to different styles, voices, genres and information. It literally expands our knowledge and vocabulary. Reading helps our analytical thinking and objective reasoning. It really doesn’t matter what form the reading takes—hard copy, magazines, digital, newspaper, even audio—as long as we are reading a diverse collection of information and creativity. - Frances McIntosh, Intentional Coaching LLC
5. Communicate Articulately
Written communication skills are an important part of being able to communicate articulately and effectively in both your professional and personal life. If you are able to communicate well, you’re more likely to create a good impression in your workplace and establish better working relationships. But, if you aren’t getting the written message across effectively, you risk misinterpretation. - Kathi Graham-Leviss, XBInsight, Inc.
6. Practice Through Blogging And Posting
You want to improve your writing skills? Get on social media and post every day—make sure it's something that people will want to read and comprehend. Measure your effectiveness with the number of views and the engagement (likes, comments and shares) on the material. Make it fun and challenge a bunch of friends to 30 days of posting one piece of original content every day and tag each other. - John Knotts, Crosscutter Enterprises
7. Include The Seven C’s Of Effective Communication
Being aware of and incorporating the seven C’s of effective communication will 100% create better understanding through purposeful, thoughtful and clear writing. With practice, these will become automatic and the number and frequency of misunderstandings will minimize. Ask yourself before sending: Is it complete? Is it concrete? Is it courteous? Is it correct? Is it clear? Is it considerate? Is it concise? - Bree Luther, Inspired Science Coaching
8. Understand The Fine Nuances Of Language
Although you can learn ornamentation of sentences in school, no one will ever teach you the fine nuances of language. The art of communication, in spoken or written form, is a skill that very few are born with. Others have to cultivate it. You need a well-balanced mind, people skills, public-dealing experience and EQ to ascertain which words, when used, can backfire. Comes with experience! - Anjali Chugh, Cosmique Global Inc
9. Avoid Email's Negative Bias
Take time to be courteous. Have you made it easy for the person to read and act? Place critical info at the top, such as a key deadline—additional info can come later. Remember, email has an inbuilt negative bias; what you think is positive is read as neutral, what you believe is neutral is read as negative. So, always review what you write and take the time to be courteous. - Mark Savinson, Strategy to Revenue
10. Use A Compliment Sandwich
When sending written communication, I always recommend what I call a compliment sandwich. Always start the email with something that is a positive note about the receiver. Then you can dive into the content of the email. Before finishing the email, be sure to include another positive note about the receiver. This helps ensure the communication is received without misunderstanding. - Brooke Schultz, Brooke Schultz LLC
11. Start With The Outcome In Mind
Before you begin writing, establish what the intention behind your communication is and what you want the reader to do with it. Are you writing to inform? To seek guidance? To request help? To create a call to action? Knowing the outcome makes it easier to determine the length, tone and structure of your written communication. Articulate the purpose upfront so the reader knows what to do. - Laura Calandrella, Laura Calandrella Consulting
12. Be Conscious Of Your Emotions
Communication is 10% words and 90% emotions, which are felt through our tone of voice and body language. In written communication, there is no body language, but we've all experienced hearing that tone, right? So, before you communicate in writing, be conscious of your emotions and let go of any frustration or judgment you may have. Then, state the facts and just ask for what you need. - Susan K. Wehrley, BIZremedies
