| Whenever we face the task of writing a report, | | | | same standards set by the manager. The |
| preparing a proposal, completing a staff study, or | | | | alternative simply letting poor writing go forward |
| composing a business letter, we go through the | | | | backfires eventually on the bottom line, as clients, |
| same series of logical steps. First we recognize | | | | stockholders, and the public lose faith in a |
| the problem and/or the purpose with which the | | | | company that can't communicate accurately and |
| message must deal. Then we plan the content of | | | | clearly. Effective written communications succeed |
| the communication to achieve our goal. Next we | | | | in both rational and emotional ways. Skilled |
| organize our ideas so that they will be presented | | | | business writers convey and arouse feelings as |
| in an order that is logical and psychologically | | | | well as communicate facts and ideas. |
| effective. Later we have to write the first draft, | | | | Every company, big or small, communicates to |
| which must be followed by careful editing. It is | | | | dozens of different publics. These publics are |
| imperative to make sure that what we have | | | | either internal or external to the firm: employees, |
| written is stated clearly, completely, correctly, and | | | | suppliers, dealers, distributors, manufacturers, |
| concisely. Writing the final draft from the edited | | | | customers, vendors, prospective purchasers, |
| version then becomes almost a simple formality. | | | | government agencies, community groups, |
| In sum, the planning step pays dividends to both | | | | educational institutions, and so on. Of the many |
| the writer and the reader. A working outline gives | | | | types of written or printed communication forms, |
| the writer an agenda to follow in creating a clear, | | | | such as newspaper and magazine advertisements, |
| organized document. That outline, as translated | | | | direct mail pieces, telegrams, reports, and letters, |
| into headings and paragraph beginnings, serves the | | | | it is certainly letters are used most frequently. |
| reader as a road map for following the writer's | | | | Our modern world of computer and electronic |
| thoughts. The end result of such orderly sending | | | | communication, like the Internet and the use of |
| and receiving is successful communication. | | | | e-mails, has made a striking difference in our use |
| When we communicate, we attempt to transmit | | | | of business letters, as information now can be |
| ideas. We select words, order them into | | | | send quicker and at less cost than in the past. But |
| sentences and connect the sentences to build | | | | although the transmission of the business letter is |
| paragraphs. The way business people handle those | | | | changing, the essential act of sending a message |
| three elements largely determines how effective | | | | from one person to another remains the same. |
| they are in making themselves understandable to | | | | Since one person is still communicating with |
| others. Creating and maintaining high standards for | | | | another, it is important to be aware of and |
| written communication in the workplace is hard | | | | practice the basic principles of successful business |
| work on the part of the manager. But the effort | | | | communication. |
| is well repaid as subordinates begin to practice the | | | | |