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Communication skills have become more essential than ever. Many job postings and job descriptions have a requirement for strong communication skills. The key to communicating is being able to communicate effectively. All communication is not created equalâthere is good communication and better communication. How do you rate yourself?
Communication can be verbal or written. When verbal, you can see facial expressions and body language to make sure youâre sharing and exchanging information effectively. If the other person gives you a confused look, you know to stop talking and maybe repeat/explain your statements to minimize any misunderstandings. You donât have the luxury of a âdo-overâ with written communicationâyou need to get it right the first time. So, take the time to make sure your documentâs message is clear.
3 Things To Consider For Effective Written Communications
Here are three things to consider for effective written communications:
1. The first thing you want to do is know your audience. Are you soliciting feedback from your customers, developing training materials for the employees, or writing an audit report to the board of directors? Or is the CEO/president posting a blog on social media You want to tailor the information to the audience.
2. Level of formality (such as formal, business, conversational, or casual) which may coincide with who your audience is. The level of formality may depend on your relationship with the individual. Is the person your boss? Colleague? External customer? Personal friend?
3. Different document types lend themselves to different writing styles (such as expository, narrative, persuasive, or technical):
- User Manual â step-by-step procedures with screen prints
- Process Workflow â utilizing a Visio graphic because sometimes a picture is worth a thousand words
- Excel Pivot Table â a report summarizing large amounts of data that can be analyzed
- PowerPoint slideshow rotating on a flat-screen TV (e.g. in the HQ lobby welcoming guests) â short, bulleted info, and graphics so that the message can be viewed quickly
There are some best practices that typically apply regardless of the writing style:
- Spell out acronyms the first time; some acronyms have more than one definition.
- Be careful using technical jargon and slang.
- Use white space, which gives your eyes a break especially when there is a lot of dense text.
- Donât write in all caps unless youâre emphasizing to make a point or âyelling.â
- Check for typos, punctuation, and grammar.
Resources & Tools
Invest in your personal development. Some resources/tools to help you with your written communication skills:
1. Microsoft Word has several built-in features such as:
- File 𡪠Options 𡪠Proofing lets you configure how you want Word to automate proofing your documents.
- Review 𡪠Editor to not only check items such as spelling, grammar, clarity, and conciseness, but also check the level of formalityâformal, professional, or casual.
- Review 𡪠Check Accessibility to check how accessible your document is so that itâs inclusive.
2. There are multiple books you can purchase to improve your writing. I like The Elements of Style by William Strunk, Jr. and E.B. White. I think itâs such a great resource that for years Iâve even given copies of the book to my teams.
3. Take a writing class either in-person or online. Even if you consider yourself to be a fairly good writer, classes can provide good reminders, and maybe youâll pick up a couple of new points. For example, did you know that there are email etiquette best practices?
- Check with your organizationâs training team to see what writing-related courses they offer.
- There are many online courses to develop your writing skills such as those on LinkedIn Learning.
When youâre done writing your document, re-read it to make sure it reads well. Depending on the importance of the message, maybe have someone else read it too. Being able to share and exchange written information effectively is fundamental for both your work and personal life.
For more information on the importance of written communications, follow me on LinkedIn!
When in college, youâre used to competition. From scholarships to internships, you compete at every step with other students. Although you may think applying for internships and scholarships is just a lesser version of a job hunt, the world of employment is a much more competitive landscape.
Cleaning out your dorm, ridding school supplies with a textbook buy and sell back service, shopping for business attire, and getting student loan bills should be the signs that the party is over and it’s time to pay the tab. One thing that might not dawn on you is thousands of other kids your age are in the same boat and there are a lot fewer dream jobs than dream seekers.
Landing an interview is never enough. You need to go beyond the usual to impress your potential employer and get the job. Here are a few job interview tips to help you improve your chances of success as a recent college graduate looking for your first real job out of school:
Prepare To The Core
We all know preparation is the key to succeeding in an interview. But most recent college graduates donât prepare enough, which is why they fail. If you want to get the job, then you need to prove that youâve done your homework. Preparation doesnât simply mean skimming through the companyâs Wikipedia page and website. You need to go out of your way to find out as much as you can about the companyâabout its culture, the industry trends, and so on. That’s how you demonstrate your worth to the interviewer.
Draft Stories
Your interviewer wants to see how your current skills complement the requirements of the job. The best way to prove them is to draft stories about your previous achievements. Why? Because stories are more convincing than factual data (in the job interview, not on your resume). Make sure your stories are interesting and to the point. Have a good opening line and see to it that youâve learned them by heart. Be clear and avoid sounding like a robot. To keep your stories concise, use the “Experience + Learn = Grow” model to answer behavioral interview questions.
Avoid Overselling Yourself
You know how they say that you should âbe yourselfâ to make the best impression? Itâs advice that you should stay away from when being interviewed. While itâs good to be enthusiastic, energetic, and positive during your interview, donât oversell yourself. The simple reason for this is that employers know that thereâs a lot of talent in the market. And candidates can go to any extent to get the jobâeven exaggerate their skills and experience. So if youâre going to say something, you better back it with solid proof (aka quantify your accomplishments).
Focus On Your Potential
Like any other candidate, you too are not perfect, which is why you shouldnât give the interviewer a chance to talk about where you lack. Instead, lay more emphasis on your potential, which clearly shows that you have what it takes to succeed at the job. If you donât have real-world experience to boast of or if your past achievements arenât relevant to the job, then you should talk about your quick learning and adapting abilities. If they ask about your weaknesses, mention them, and then talk about what you’re doing to improve. It helps you win the confidence of your interviewer to a great extent.
Remember, as a recent college graduate, you might not have highly specialized skills and years of experience under your belt, but you do have something unique to offer. Thatâs the uniqueness that you need to use to make an impact on your interviewer.
Here at Work It Daily, we understand how difficult it is to find a job and grow your career as a recent college grad. If you’re struggling to find a job that’s right for you, we can help.
We’d love it if you joined our FREE community. Itâs a private, online platform where workers, just like you, are coming together to learn and grow into powerful Workplace Renegades.
It’s time to find work that makes you feel happy, satisfied, and fulfilled. Join our FREE community today to finally become an empowered business-of-one!
This article was originally published at an earlier date.
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