Improving Written Communication

Improving Written Communication

These notes are intended to help improve the quality of written communication, by recommending the following steps :

	1) Plan
	2) Do
	3) Review

1) Plan

The success of a document depends on many things including content, presentation, and timing. Getting these things right is easier if you plan.

1.1) Identify the objectives

What do you want to achieve with the document? Think about the different ways of reaching your goal. Make notes. Is what you want to achieve practical? Chose the best method of achieving your objective(s), this will help to identify what you need to say and how to say it.

1.2) Identify the recipients

What level of ( relevant ) knowledge / technical expertise do the readers have? How open are they to new ideas? What needs and concerns do they have? Would anybody else benefit by receiving a copy? How are the readers likely to react when they receive the document?

1.3) Identify the contents

Include everything which is needed and no more! Collect all the facts and information together with the supporting evidence. Select just the material which is relevant to your readers and your objective. If necessary introduce yourself and/or your organisation. If the issues are time critical, state clearly what the deadlines are. When will the document become out of date? Refer to previous correspondence and documents. Check your facts, as it is very difficult to retract a statement made in writing. Present the facts in a logical sequence. Indicate what should happen next. The size of the document will depend on the amount of detail you include, which is dependent on your readers.

1.4) Identify the Structure

Do not assume that what you write will be read in the order in which you write it. Place the most important information near the start of the document. Use meaningful headings and subheadings. If it is a long document, include a summary. List any action points near the end of the document.

Use the following check list to help plan your document :

Objective	- To provide or obtain information, persuade, thank, etc.
Time scale	- When is the document required by?
	- How much time do you have between now and then?
Recipient(s)	- Who will read the document?
	- How many copies are required?
Title	- Is it clear and descriptive?
	- Will it grab the readers attention?
Structure	- Is the format appropriate for the type of document?
Main point(s)	- What is the "Must Know" information?
Source(s)	- Give credit to others where appropriate.
Distribution	- How will the document be issued?

2) Do

Start by summarising your reason for writing the document.

Consider the style of writing : enquiring, grateful, apologetic, factual, etc.

Consider the needs of your readers, if they are busy - keep the document brief.

Ensure the document is truthful, useful and where possible interesting.

Will the readers understand everything in the document? Stick to straightforward, uncluttered English.

Keep the following principles in mind:

A) Accuracy	- Say exactly what you mean.
	- Check anything which you are unsure of.
B) Brevity	- Use the shortest words which express the correct meaning.
	- Try to avoid repetition.
C) Clarity	- Be precise.
	- Avoid using vague phrases and jargon.
	- Consider including graphs and diagrams.

A good document should be : Clear, Concise, Correct and Complete.

3) Review

Before issuing the document, check that:

There are clear subject headings, and the important points stand out.
The sentences are the right lengths.
Every word is serving a useful purpose.
The tense ( past, present or future ) is constant throughout the document.
The spelling is correct, especially the recipients name.
The section numbering is correct.
The document specifies what should happen next.
The level of detail is appropriate for the reader(s).
Somebody else has proof read the document.

Note : Sometimes it is easier to start again than it is to correct an existing document.