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How to make Written Communication work FOR you instead of AGAINST you?

Updated: May 19, 2021

Aren’t we writing way more than ever these days?

Thanks to social-media, written communication isn’t restricted to only letters or emails.

And so it makes sense to know how to make written communication work FOR you instead of AGAINST you.

Check out my following tips if you want to know how to really make written communication work in your favour. I have also covered these in the form of a video that’s given above.

Tips to improve your written communication :

Tip #1. Written communication is not a LIVE conversation!

We are mostly used to having conversations which are live for eg: face to face, phone call or a video call wherein you know the party who is talking and the party who is listening both are simultaneously involved in the conversation.

However when it comes to written communication, we reply when we get the time or when we feel like replying, so one thing is for sure- written communication is definitely NOT LIVE!

So what happens in all of this is that our headspace keeps changing and the only thing that’s constant is actually the messages exchanged.

And hence you may in fact be replying when you are very distracted or say when you are doing something else simultaneously. Therefore your attention may not be on the message as such!

It’s a no-brainer that the scope of misunderstanding or miscommunication increases a lot. That’s in fact one of the biggest disadvantage of written communication.

So my suggestion to you is :

i. Give benefit of doubt more than usual

ii. Give room for explanation/clarity more than usual than you would have if it was a live conversation instead of a written one.

Tip #2. Remember that written communication is NOT THE BEST form of communication!

One of the disadvantages of written communication is that it is not the best form of communication. Why? Because you can’t sense any tone.

If you try to put emojis or emoticons to add the tone element to your messages , they can easily be misunderstood or can even be considered sarcastic. Hence the scope of misunderstanding is there.

And you know the person can keep re-reading the messages and get traumatized because in this case TIME IS NOT THE BIGGEST HEALER. Everything is getting documented and people can keep going back to the messages.

So what you need to remember is that :

i. You Peruse instead of Accuse

Whenever you think that ‘Oh my god I am offended!!’ or ‘This is not the way of talking as per me!!’… take a deep breath… go through the messages again and see if you are missing out on something instead of ACCUSING the person straightaway!

And even when you feel that you are right ie you shouldn’t have been talked to this way or this should haven’t been written, I suggest :

  • you again give the benefit of doubt to this person and say “Hey this is what I perceived. And I know you aren’t that sort of a person so can we clarify this?”

ii. Check if you are writing in a ‘too comfortable’ manner

Know at the back of your mind if this is a personal conversation or a professional conversation and check if you are writing in a way too comfortable manner, irrespective of the rapport you share with the other person.

We often don’t realize that you know if you are having some other conversation, we get into the flow and type something which may cross the line.

So be wary of that.

iii. Refrain from writing messages in ALL CAPITAL letters

Messages in capital letters are perceived as shouting so it’s best you stay away from doing that.

A lot of people aren’t aware of this and hence I made it a point to share this in my article.

Tip #3. Close the LOOP!

What I mean by closing the loop is that you need to ensure that you end the conversation on the right note.

My thumb rule will be if you are the one to initiate the conversation then you should be the one to end the conversation.

This is similar to the closed circuit concept that we study in the ‘Electricity’ chapter in our Science textbook.

You need to ensure that the circuit is closed so that electricity flows from point A to point B.

So similarly you need to ensure for a smooth conversation and for it to end on the right note that you end using a reply that’s not emoji!!

i. Don’t use only an emoji/emoticon to end the conversation.

A thumbs-up definitely does not do please.

ii.You can say things like ‘Thank you’, ‘Looking forward’ etc

Yes you can call it massaging the ego or being polite but it unconsciously makes the person feel cared for. And unconsciously it just makes the other person feel that ‘yes the conversation has been taken care of’ and you get a CLOSURE if I may say so!!

That’s all for now.

I assure you that if you follow these tips to the t, your misunderstandings are going to decrease and you are going to put your message across in a way better manner.

So I urge you to follow these tips.

Do let me know in the comments below if these tips resonate with you.

I’d be sharing more tips on this topic. So stay tuned! :)

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