Last month, we discussed the all-important Pre-Write phase of workplace writing: Plan What You Write. The piece encouraged you to ask four groups of questions about each document: What are your objectives? Who are your readers? What tone and style would be appropriate? What message format and structure would be best?
Now, before moving on to the second phase – Write-Right: Write What You Planned, ask one more often overlooked question: Is writing my best alternative?
Before you begin writing, review the workplace communication problem you started with. The written word may be an effective method of solving many workplace communication problems. But, it’s not the best method for every situation and certainly not the only one in your tool kit. More importantly, is it the most efficient and effective way to deliver this particular message to this particular group of ‘receivers’?
As a workplace communication problem-solver, you have several alternatives methods for transmitting each message: Email, hard copy memo, formal letter, hand written note, face-to-face conversation. phone call or phone message, departmental or team meeting, large group presentation … even a video teleconference.
Select the most efficient and effective method, or a combination of methods, for solving each specific communication problem. Don’t write because you usually do, write because you should.
And keep reminding yourself that the only thing worse than an ineffective email is an effective email that should have been a brief face-to-face conversation or phone call instead.