Regardless of the nature of your business, one constant is that you are involved in a lot of communication.Communication takes many forms.  Many differ as to the interpretation of the word communication.

According to Webster's Canadian Dictionary, Communication is: "a connecting passage or channel"; and "means of imparting information, as in newspapers, radio, television".

Using this definition one could clearly say that this very article is a communication.

It is recognized that in today's environment it is often necessary to communicate to individuals and/or groups in written format either via your website; email correspondence; promotion material and/or newsletter.  Therefore, it is imperative that we not only know how to speak effectively and with confidence but are able to communicate in written format with confidence.

The prime difference between the two mediums, speaking and writing, is the inability of the receiver to draw conclusions from gestures (things they can see) and voice modulation / inflection (things they can hear).  This reduction of presentation medium makes it even more critical that the message be communicated effectively and with confidence.

The good news is that the move from spoken to written format need not be all that difficult to achieve.  Through the application of a basic formula you can develop a written communication that will be every bit as powerful as one you deliver verbally.

HO HUM – get their attention

WHY BRING THAT UP – tell them why it is important

FOR INSTANCE – give some solid examples, evidence if you will

SO WHAT – this is the call to action, ask for what you want done

As we are all well aware, something once spoken is unable to be taken back.  You may be able to clarify but the initial statement will always be as it was.  This gives you one distinct advance in writing over a verbal presentation.  Your thoughts can be written, left until a later date and then revisited before you send them along.

In fact, if you use Microsoft Outlook for your outgoing emails, you can set up a rule to have the sending of a note delayed for say 2 – 5 minutes after you hit the SEND key.  This will give you time to pause, think and cancel the note if you change your mind.

Do you have an effective communication style?  If not, take action now to affect a change, it can be the difference between success and failure in your endeavours.

Copyright Gordon J. H. Newman, CPT 2008