I speak clearly and audibly

Written mode is one of the most important forms of communication in the organization. Most of the formal communication in an organization, whether it is within (intra) or between organizations (inter) is through written communication. It is therefore important to ensure that one’s written communication skills meet the standards that is generally expected in the organizational context.
In an organizational context, the following are typically the different types of written communication that individual needs to be involved in

• Reports
• Memos
• Contracts/Agreements
• Documentation (Product, process, standards etc)
• Mails (Snail Mails and E-Mails)
• Other need based

Depending on the nature of the job, one is involved, the need for each of the other may greatly vary. However, in the current day context, E-Mail has become more or less a ‘fact of life’ for everyone, a sperate learning module has been provided for the same.
Irrespective of the kind of written communication, there are some standard principles that one needs to follow when creating the same.

1. Audience: Like in the case of any communication process, know whom your written communication is targeted at - in terms of their demographics, knowledge, expectation, time, etc. Everything flows from this very important step.
2. Think and structure: Before preparing any of the written communication, spend time thinking on what you want to be saying/stating. Thinking helps you to structure your thought process and what you want to communicate
3. Simple: Keep the sentences simple and short. Avoid using high language and jargon. While this may seem like to help you in building an image, in reality this not be so.
4. Grammar: Check your grammar and punctuations – how ever original is your content, when you faulter on your grammar it completely destroys it. Use the right punctuation to marks. Most of the software available today, including MS Word support many of the basic grammar and punctuation related aspects.
5. Graphics: While a picture will speak a thousand words, is a true adage, it is important to note that the usage of graphics of any form should be done with atmost care.
6. Bullet & Align: When you want to focus on specific aspects or when you feel that there is too much information to be captured in a paragraph, use Bullet (or numbering). And ensure that the paragraph/pages are properly aligned.
7. Reference: If you referring to some work or report, make sure you give the due credit and the link to the reference.
8. Header & Footers: Use appropriate footer, and one of the most important aspect of this is page numbering. Any report over say 5 pages, with multiple heading/sections, would warrant a table of contents and hence a page number mechanism. The Header can be used judiciously to present critical information – say the report is Confidential, mention it there.
9. Read, Edit, Re- Read, and Submit: Make sure you have read the report thoroughly, ‘crossing all the T and doting all the Is’ – pay attention to small details eg. Referring to a wrong table or a figure. If required take the help of someone to proof read, before submitting.
10. Timeline: Make sure that you stick to the timelines – that is required.

You will mostly be judged in the corporate world, by your written communication skills, the better they are, greater are your chances of career progression. Not only that, as you climb the ladder, this will be a key differentiator of yours.