How to improve written communication?

How to improve written communication?

Hello dear friends here you will get What are the steps for improving written communication? or, The ‘plan-write-revise’ approach for improving effectiveness of written communication. I guess you will get advantage form this site. How to improve written communication?

Written communication is a formal act and need to be performed in a systematic manner. Communication experts follow a three (3) steps approach for improving the effectiveness of written communication. This approach is known as ‘plan-write-revise’ approach.

Let us now discuss the steps for improving written communication.
1. Planning:
There is an old saying, that “success never can be achieved without plan” – this is also true for written communication. In the words of prof. Rricks and gow, “planning increases the chances that the purpose of the message will be achieved.”

Planning makes the task of writing easier. We know that assessing about the mental status of the mental status or attitude of the reader is in fact the main part of planning. How to improve written communication?

Steps in planning: Basically there are two steps in planning.

2. Write:
After the completion of planning step the second step is writing the message. In case of writing we need to recall the writings of Kipling. Kipling said,

I keep sis honest serving men

Their names are what and why and when

And how and where and who.

Thus in case of written communication to ensure the quality of writing we should think.

Why we are writing?

How shall we present our message?

What information do I need?

Where shall we tell the reader about bad news?

Who needs to have this information?

When we should send our information?

If we can satisfy all the above questions before writing, then we will be able to make the writing effective. How to improve written communication?

3. Revise:
Last but perhaps the most important step for improving the effectiveness of writing is revising the message. Infect a considerable portion of the whole writing time spend for revising the message. The importance of revising can be depicted by the following bar diagram:

How to improve written communication?

Fig-1 : Writing Process time

Thus it can be seen that revising takes almost half of the total time of the writing process. These are the three (3) steps for improving the effectiveness of written communication.

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What is cross communication?

What is cross communication?

Hello dear friends here you will get what do you mean by diagonal or cross communication? What are the features of diagonal communication? I guess you will get advantage from this site and post here.

When executives and employees of different departments communications each other without maintaining formal chain of command then it can be termed as diagonal or cross communication.
In this type of communication, systems of vertical Communication or horizontal communication are not followed. For example, if manager of the finance department communication with the production supervisor breaking the chain of command then it will be diagonal/ cross communication.

Cross communication

Fig: 8 diagonal communication

If we observe the above figure we will be able to understand that, executives of different departments are communication directly with lower level employees of other departments by breaking the chain of command. Cross Communication.


Features of diagonal or cross communication:
1. Do not follow formal chain of command.
2. Quick communication
3. Creates friendly environment
4. Enhance coordination.
5. Increase quality of decision
6. Lack of control.

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Difference between downward and upward communication"

Effective upward communication

Factors for effective upward communication

Hello dear friends here you will get What are the essential factors for effective upward communication? I guess you will get advantage from this site and post here.

Upward communication is an "information flow from the lower levels of the hierarchy towards the upper levels," In order to your communication being regarded effective, the messages need to be efficiently sent and understood by the receiver.

The opportunity for upward communication itself sounds good but to make it effective manager or superiors have something to do.

Effective upward communication

The following factors should be considered to ensure effective upward communication.
1. Remove the blocks:
The first thing that manager should do to make the upward communication. Effective is they must remove the blocks or barriers to upward communication.

2. Create favorable environment:
To encourage the employees to imitate upward communication a friendly or cordial environment should be created within the organization.

3. Provide inspiration:
Executives should continuously provide inspiration to the employees to make the upward communication effective.

4. Ensure free flow of information:
Within the organization restrictions regarding free flow of information should be eliminated.

5. Proper analysis:
For better result information come through upward channel must be properly analyzed.

6. Recognition:
Employee’s efforts and willingness towards upward communication should be evaluated and appropriate measures should be formally recognized. This sort of recognition will encourage the employees in upward communication.

7. Boost up employee morale:
Employees attitude toward upward communication should be evaluated and appropriate measures should be taken to boost up their morale.

Prof. J.W. Newstrom and Keith Davis suggested that an ‘Open door’ policy should be followed to ensure effective upward communication. That is employees should be allowed to come to their higher management freely with any matter.

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Factors for effective downward communication

Factors for effective downward communication

Hello dear friends here you will get what are the essential factors for effective downward communication? or, What factors should be considered to make the downward communication effective? I guess you will get advantage from here.

Downward communication is the most common form of communication in an organization. But unfortunately in many organizations it becomes just a formality through which information can be transmitted but inspiration can not be transmitted. As a result creativity and enthusiasm of the employees decreased. Therefore to ensure effective downward communication following factors must be considered:

1. Appropriate media:
Downward communication can be possible either by oral or by written communication. But effectiveness of communication depends on the selection of appropriate media.

2. Positive attitude:
As downward communication strictly follows the chain of command. There is always a chance of mechanization of the process. Accordingly employees do not actively participate in the communication process. To eliminate this trend managers have to show positive attitude towards the employees.

3. Opportunity for feedback:
To make the downward communication effective managers have to create opportunities for feedback from the lower level employees.

4. Development of trust:
Trust between superiors and a subordinate is the precondition for successful downward communication.

5. Planned:
It is not enough to follow the traditional rules. To make the downward communication effective, managers have to be creative and plan the whole process of communication.

6. Degree of decentralization:
To minimize the distortion of information managers should allow decentralization in the organizational structure.

7. Inspiration:
Positive attitude, planning of the communication system, allowing feedback and all others measures for effective downward communication will not work unless proper inspirations are given to the employees.

8. Evaluation of employees’ attitude:
To make a downward communication effective executives also need to evaluate employees attitudes.

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