Understand how to communicate in writing

8 August 2016

Identify different sources of information that may be used when preparing written communication The internet- the internet contains an almost limitless amount of information on every topic imaginable so this is an ideal source for the research of information. Books- Books can now be found available on the internet but a much wider range is available in public libraries and is great for information research. Videos- non written informational source such as videos can also be used to prepare written communication.

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They may show for example an interview with a person, technique for a particular sports move, a ‘how to’ guide. Notes from the video can then be made into a written piece of work. Reports- financial reports covering the businesses lifetime which may be relevant. People- asking people can be a great source of information, they can give you an opinion, personal account and if they are more experienced/educated within the topic you are researching can give you a great amount of details or simplify a piece of information so you can understand it easier. 2.

Describe the communication principles for using electronic forms of written communication in a business environment Electronic forms of business communications are communications through emails, faxes or electronic filing. Anything that is stored or transmitted electronically is electronic forms of data or communication. In an office environment, you should make sure that the audience will be able to interpret information you are sending out or storing clearly and know how to use the software because emails, scanning, faxes ECT are all forms of electronic communications.

When choosing electronic communications for exchange of information, you should think logically to decide which the best and most efficient method of communication is. 2. 3 Describe the reasons for using language that suits the purpose of written communication Colloquial, casual and formal writing are different styles of writing that that can be used in communications. The style of writing also depends on the purpose of what it is intended to say, how it is intended to be said, what the document will be used for and the audience. Casual language is something that we use to communicate with family and close friends. Very informal words such as text speak that we use normally on a daily basis. Colloquial language is an informal language that is not rude but would not be used in formal situations, this may be used in a staff huddle situation where you want the staff to feel relaxed and not over whelmed with the information you are giving out. Formal language would be used in meetings where the audience possibly member of higher management/directors are present and would not appreciate the colloquial speech you would give to your employees.

You need to be personally well presented and the language would contain formal words, good vocabulary and excellent grammar which are more important. 2. 4 Describe ways of organising, structuring and presenting written information so it meets the needs of an audience When organising, structuring and presenting written information we have to bear in mind the following: Prepare all the documents for presentation depending on what has to be delivered. Keep documents in the correct order, so that the communication goes in a proper flow without any confusions and errors.

While presenting be clear in what you talk about, stating the objectives. Give an introduction on what you are going to present, why you are there doing it, why the attendees are there and why is it important. Allow time for question at the end of each subject and be prepared to answer them to the best of your knowledge. Present it step by step clearly using proper resources where needed Have leaflets or hand-outs ready so that they can take the information away with them In the end, close it down making clear that all objectives were covered and the attendees understood what was discussed.

Inform the team what will happen next and what actions have to be implemented and any other outcomes from the presentation. 2. 5 Describe ways of checking for the accuracy of written information Any written content or communication has to be free of spelling and grammatical errors. It also has to be in the right and professional format. So the following have to be checked or considered before the document is finalised to be sent out. Proof read your document – Whatever is written has to be accurate, otherwise it will have disastrous effects and can even ruin the reputation of the organisation, and the organisation can itself get into trouble. So all details have to be double checked, for example dates, names, statistics, events, discussions, actions and other facts Spell check and grammar check – Most programs now have a spell check and grammar check option available to easily correct typo errors. It is always best to read through the document twice before finalising as not all typos may be picked up using this method, also some new words may not be added on to the spell checkers database.

Use a template – Usually every organisation has a different style for documents they produce. They will all be available; you should research through to find the correct style for the document that you want to produce. Find a beta reader – Another way to ensure accuracy is to have your document read by another reader. Sometimes when we read through our own work, minor and sometimes major errors can be hard to detect which may be easily picked up by a different person. Also grammatical, punctuation and style errors can be picked up if the reader is an experienced person.

Explain the purpose of accurate use of grammar, punctuation and spelling The main purpose in the correct use of grammar, punctuation and spelling is ensuring the receiver of the information can read it accurately and understand the information that is being passed on. When given a task to do for your employer they will expect you to do it correctly. Errors in a document could lead readers to distrust the information you were meant to pass on, this could then be relayed back to the employer who would themselves lose confidence in your ability. 2.

Explain what is meant by plain English, and why it is used Plain English is simple, straight forward, easily understood English. They do not use difficult or technical terms, instead have common words used and understood by everyone. For example: Before – High-quality learning environments are a necessary precondition for facilitation and enhancement of the on-going learning process. Plain English – Children need good schools if they are to learn properly. Plain English is used for communication that emphasises clarity and avoids technical language.

It is used so that what you try to communicate is easily understood by everyone and is appropriate to their reading skills and knowledge. It is clear and direct, with nothing hidden, free of unnecessary remarks and unnecessary language or slangs. 2. 8 Explain the need to proofread and check written work It is important to proofread all work you produce because there are other types of errors besides spelling errors and not all checking programs will pick up grammar and punctuation mistakes.

Also it won’t pick up on a sentence that could have typed incorrectly. 2. 9 Explain how to identify work that is important and work that is urgent Importance and urgency are two totally different things. When something is given to you that is urgent an immediate communication needs to be sent out relaying this information. For example: A call comes from head office stating that there is a safety issue on an item the store sells and it is to be taken off sale immediately. When something is important is should be prioritised into your communication.

In the day to day work schedule there would be a mix of tasks, some important and some of low priority. But all tasks need to be completed before the deadlines. For example: The tills need to be checked by the end of trade that day, it is important to do this but yet not urgent that it needs to be straight away 2. 10 Describe organisational procedures for saving and filing written communication Every organisation has its own policies and procedures for saving and filling documents.

Documents with similar information are filed together for ease of accessibility in ring binders or electronic folders. Documents that need to be shared with other departments and other staff are always stored on shared drives. Confidential information is usually stored in password protected files, encrypted if necessary. Records may be kept as paper files, or electronically in shared drives, databases or document management systems.

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