C-is for Communicator (Communication Types)

Communication types and how to improve them - Part 2

Last week I covered verbal and non-verbal communication – and looked at ways we can improve our communication skills in these areas.  This week, continuing the theme, I take a look at written and visual communication.

Written Communication

Written communication is any message sent through written words or text. This form of communication is unique because, unlike verbal or nonverbal communication, written communication can be edited and changed before messages are sent.

Written communication also encompasses components of visual communication when sent through electronic means, such as phones or computers.

Examples of written communication include memos, emails, letters, reports, articles (like this one) or blog posts, social media posts, and print advertising.

One other point - always consider if written communication is the best option, quite often a quick call will be far more effective, if you find yourself rewriting something so that you can be sure the recipient will understand then there’s a good chance it’s not the most suitable option.

How to improve your written communication - 

• Never respond to messages when you’re upset

Have you ever sent an email when you’re mad, then later regretted the words you used? Been there, done that. If you get a message that upsets you, take a five or ten minute break (or even overnight!) to cool down before you respond. This can work wonders for your relationships.

• Write descriptive titles and email subject lines

How annoying is it to get an email that says “(no subject)?” Title your emails as succinctly and specifically as possible. Tell them exactly what it contains. Instead of “Meeting,” try a subject line like, “Request to reschedule our 2pm meeting to 3pm.”

• Use active voice

You might remember hearing this tip a lot in school. Instead of saying “The paperwork was filed,” say “I filed the paperwork.” This helps to get rid of any confusion about how things are getting done. In addition to being more clear, active voice is more engaging for those receiving your message.

• Keep your words and sentences simple

A general rule is that your sentences shouldn’t be longer than two lines long. Look for opportunities to cut them in half or make them shorter. You should also try to avoid over-complicating your writing with big words that some people might not understand.

• Keep it short and sweet

Similarly to not telling a long and winding story face-to-face, a long and winding email isn’t the most enjoyable experience either. In addition to making others feel like you’re wasting their time, it also boosts the chances that they’ll miss important details because they skimmed over them or flat-out didn’t read them.

Visual Communication

Visual communications involves sending and receiving a message with the help of visual aids. While visual communication encompasses some written communication, it mostly refers to symbols, images, and video.

Movies, TV shows, video, and plays are all visual communication as receivers need to watch them to receive their messages. Icons and emojis are also considered visual communication. The most common form of visual communication, though, is the internet, which sends us messages using a combination of text, colours, images, symbols, and design.

How to improve your visual communication - 

• Be sure your recipient is familiar with your visuals

Emojis are now commonplace, but there are so many.  You may be well versed in their meanings, but will your recipient?

• Use colour sparingly

Unless it’s an advertising campaign or other media requiring use of lots of colour keep it simple. Also, a small proportion, 4.5% of the UK population is colour blind or has a visual impairment, bear this in mind when preparing visuals.

• Keep it simple

If using visual aids like Powerpoint don’t clutter up slides with lots of text and images.  It’s a case of less is more.  Find the simplest way to demonstrate the point your slide is trying to make - challenge yourself to have as much white background as possible.

Your team will thank you for being a clear communicator. They’ll understand you, and will be confident you understand them. Communication skills are also something you should consider either passing on to your team, or getting them some training in. The better the team communicates overall, the stronger it will be.