RUFFA MAE T.
MANCERA
BEED BLOCK – 18
LESSON 3.2: COMMUNICATION FOR EFFECTIVE WORKPLACE
CORRESPONDENCE: “WRITING IN FORMAL BUSSINESS STYLE”
What we mean when we say “workplace communication”?
Workplace communication is any type of communication you do at work about work. This
includes things like communicating about individual tasks, sharing project status updates, or giving
feedback to managers or employees. Knowing how to communicate in the workplace is a key part of
effective collaboration—because if you can’t communicate clearly, then you risk miscommunication,
confusion, or even unintentionally hurting someone’s feelings.
Communication in the workplace can happen face-to-face, in writing, over a video
conferencing platform, or in a group meeting. It can also happen in real time or asynchronously,
which happens when you’re communicating about work over email, with recorded video, or in a
platform like a project management tool.
Examples of workplace communication:
1. Team meetings
2. Feedback sessions
3. Receiving information
4. Communicating about project status or progress
5. Collaboration on cross-functional tasks
6. Nonverbal communication
Elements of good communication:
1. Aims for clarity. Whether you’re sending a Slack message, drafting an email, or giving an off-
the-cuff reply, aim to clearly communicate your message.
2. Seeks to solve conflicts, not create them. The reason you’re communicating is to solve a
problem or promote effective collaboration on a project or task. Good communication in the
workplace can bring up blockers or provide feedback—but make sure the goal is to get to a
better place than where you are now.
3. Goes both ways. Every instance of communication in the workplace is an exchange of
information—even if one person is only communicating nonverbally.
7 tips for effective communication in the workplace:
1. Know where to communicate—and about what.
2. Build your collaboration skills.
3. Talk face-to-face when you can.
4. Watch your body language and tone of voice.
5. Prioritize two-way communication.
6. Stick to facts, not stories.
7. Make sure you’re speaking to the right person.
5 ways to build leadership communication skills:
1. Address any underlying changes.
2. Frequently ask for feedback.
3. Understand team communication styles.
4. Make time for team building or icebreakers.
5. Set the tone.
WRITING IN FORMAL BUSSINESS STYLE:
What is Business Writing?
Business writing is a type of writing that is used in a professional setting. It is a purposeful
piece of writing that conveys relevant information to the reader in a clear, concise, and effective
manner. It includes client proposals, reports, memos, emails, and notices. Proficiency in business
writing is a critical aspect of effective communication in the workplace.
Business writing is a purposeful piece of writing that conveys relevant information to the
reader in a clear, concise, and effective manner.
It can be categorized into four types: instructional, informational, persuasive, and
transactional.
Clarity of thought, conciseness, correct grammar and sentence structure, and simple
language characterize effective business writing.
Types of Business Writing:
1. Instructional
The instructional business writing type is directional and aims to guide the reader through the
steps of completing a task. A user manual falls aptly under the instructional category, as well as a
memo issued to all employees outlining the method of completing a certain task in the future.
2. Informational
Informational business writing pertains to recording business information accurately and
consistently. It comprises documents essential to the core functions of the business for tracking
growth, outlining plans, and complying with legal obligations. For example, the financial statements
of a company, minutes of the meeting, and perhaps the most important, report writing.
3. Persuasive
The goal of persuasive writing is to impress the reader and influence their decision. It conveys
relevant information to convince them that a specific product, service, company, or relationship
offers the best value. Such a type of writing is generally associated with marketing and sales. It
includes proposals, bulk sales emails, and press releases.
4. Transactional
Day-to-day communication at the workplace falls under the transactional business writing
category. The bulk of such communication is by email, but also includes official letters, forms, and
invoices.
Principles of Good Business Writing:
1. Clarity of purpose
Before beginning a business document, memo, or email, one should ponder two primary
questions. Clarity of purpose gives a direction to the writing and develops its tone, structure, and
flow.
2. Clarity of thought
Thinking while, rather than before writing, makes the writing less structured, meandering, and
repetitive. Business writing requires the skill to reduce long, rambling sentences into concise, clear
ones. One needs to extract what is significant to write clearly.
3. Convey accurate and relevant information
The primary goal of business writing is to convey valuable information. Inaccurate or irrelevant
content affects the purpose of the document. For effective business writing, information must be
value-additive and complete.
4. Avoid jargon
A simple and uncluttered writing style goes a long way in communicating the message to the
reader. Grandiose writing full of industry-specific buzzwords and acronyms should be avoided to the
maximum possible extent. Otherwise, the reader may be unable to comprehend the document or
lose interest in it.
5. Read and revise
Reading the passages out loud after completion can reveal flaws and gaps in the arguments. It is
recommended to welcome constructive feedback from colleagues and revise the document for
improvement.
6. Practice is the key
Proficiency in business writing can be attained through regular practice. Paying attention to the
vocabulary, sentence structure, and style of writing while reading can help to develop the same
instinct while penning one’s thoughts down.
7. Be direct
Presenting the crux of the passage in the first 150 words is a good idea when it comes to
business writing. It saves the reader time and sharpens the argument.
8. Avoid verbosity
If the meaning can be conveyed in three words, it should not be stretched to five. Verbosity
works against making the writing engaging to the reader. For example, instead of writing “the article
uses more words than are needed,” write “the article is verbose.”
9. Correct grammar and sentence structure
While a grammatical error may come across as unprofessional, good grammar portrays both
attention to detail and skill – traits that are highly valued in business.
Business writing evolves with time, so does grammar and conventions. For example, emoticons,
when used judiciously, are gaining acceptance in business writing. A good writer needs to stay
updated with the conventions to hone their skill.
10. Easy to scan
Business executives value a document that can convey its message in a cursory glance. Business
documents can be enhanced through the use of numbered or bulleted lists, clear headings, concise
paragraphs, and judicious use of bold formatting to highlight the keywords.
