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What It Takes to Give a Great Presentation

• Carmine Gallo

Five tips to set yourself apart.

Never underestimate the power of great communication. It can help you land the job of your dreams, attract investors to back your idea, or elevate your stature within your organization. But while there are plenty of good speakers in the world, you can set yourself apart out by being the person who can deliver something great over and over. Here are a few tips for business professionals who want to move from being good speakers to great ones: be concise (the fewer words, the better); never use bullet points (photos and images paired together are more memorable); don’t underestimate the power of your voice (raise and lower it for emphasis); give your audience something extra (unexpected moments will grab their attention); rehearse (the best speakers are the best because they practice — a lot).

I was sitting across the table from a Silicon Valley CEO who had pioneered a technology that touches many of our lives — the flash memory that stores data on smartphones, digital cameras, and computers. He was a frequent guest on CNBC and had been delivering business presentations for at least 20 years before we met. And yet, the CEO wanted to sharpen his public speaking skills.

• Carmine Gallo is a Harvard University instructor, keynote speaker, and author of 10 books translated into 40 languages. Gallo is the author of The Bezos Blueprint: Communication Secrets of the World’s Greatest Salesman  (St. Martin’s Press).

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Blog Beginner Guides How To Make a Good Presentation [A Complete Guide]

How To Make a Good Presentation [A Complete Guide]

Written by: Krystle Wong Jul 20, 2023

A top-notch presentation possesses the power to drive action. From winning stakeholders over and conveying a powerful message to securing funding — your secret weapon lies within the realm of creating an effective presentation .  

Being an excellent presenter isn’t confined to the boardroom. Whether you’re delivering a presentation at work, pursuing an academic career, involved in a non-profit organization or even a student, nailing the presentation game is a game-changer.

In this article, I’ll cover the top qualities of compelling presentations and walk you through a step-by-step guide on how to give a good presentation. Here’s a little tip to kick things off: for a headstart, check out Venngage’s collection of free presentation templates . They are fully customizable, and the best part is you don’t need professional design skills to make them shine!

These valuable presentation tips cater to individuals from diverse professional backgrounds, encompassing business professionals, sales and marketing teams, educators, trainers, students, researchers, non-profit organizations, public speakers and presenters. 

No matter your field or role, these tips for presenting will equip you with the skills to deliver effective presentations that leave a lasting impression on any audience.

Click to jump ahead:

What are the 10 qualities of a good presentation?

Step-by-step guide on how to prepare an effective presentation, 9 effective techniques to deliver a memorable presentation, faqs on making a good presentation, how to create a presentation with venngage in 5 steps.

When it comes to giving an engaging presentation that leaves a lasting impression, it’s not just about the content — it’s also about how you deliver it. Wondering what makes a good presentation? Well, the best presentations I’ve seen consistently exhibit these 10 qualities:

1. Clear structure

No one likes to get lost in a maze of information. Organize your thoughts into a logical flow, complete with an introduction, main points and a solid conclusion. A structured presentation helps your audience follow along effortlessly, leaving them with a sense of satisfaction at the end.

Regardless of your presentation style , a quality presentation starts with a clear roadmap. Browse through Venngage’s template library and select a presentation template that aligns with your content and presentation goals. Here’s a good presentation example template with a logical layout that includes sections for the introduction, main points, supporting information and a conclusion: 

2. Engaging opening

Hook your audience right from the start with an attention-grabbing statement, a fascinating question or maybe even a captivating anecdote. Set the stage for a killer presentation!

The opening moments of your presentation hold immense power – check out these 15 ways to start a presentation to set the stage and captivate your audience.

3. Relevant content

Make sure your content aligns with their interests and needs. Your audience is there for a reason, and that’s to get valuable insights. Avoid fluff and get straight to the point, your audience will be genuinely excited.

4. Effective visual aids

Picture this: a slide with walls of text and tiny charts, yawn! Visual aids should be just that—aiding your presentation. Opt for clear and visually appealing slides, engaging images and informative charts that add value and help reinforce your message.

With Venngage, visualizing data takes no effort at all. You can import data from CSV or Google Sheets seamlessly and create stunning charts, graphs and icon stories effortlessly to showcase your data in a captivating and impactful way.

5. Clear and concise communication

Keep your language simple, and avoid jargon or complicated terms. Communicate your ideas clearly, so your audience can easily grasp and retain the information being conveyed. This can prevent confusion and enhance the overall effectiveness of the message. 

6. Engaging delivery

Spice up your presentation with a sprinkle of enthusiasm! Maintain eye contact, use expressive gestures and vary your tone of voice to keep your audience glued to the edge of their seats. A touch of charisma goes a long way!

7. Interaction and audience engagement

Turn your presentation into an interactive experience — encourage questions, foster discussions and maybe even throw in a fun activity. Engaged audiences are more likely to remember and embrace your message.

Transform your slides into an interactive presentation with Venngage’s dynamic features like pop-ups, clickable icons and animated elements. Engage your audience with interactive content that lets them explore and interact with your presentation for a truly immersive experience.

8. Effective storytelling

Who doesn’t love a good story? Weaving relevant anecdotes, case studies or even a personal story into your presentation can captivate your audience and create a lasting impact. Stories build connections and make your message memorable.

A great presentation background is also essential as it sets the tone, creates visual interest and reinforces your message. Enhance the overall aesthetics of your presentation with these 15 presentation background examples and captivate your audience’s attention.

9. Well-timed pacing

Pace your presentation thoughtfully with well-designed presentation slides, neither rushing through nor dragging it out. Respect your audience’s time and ensure you cover all the essential points without losing their interest.

10. Strong conclusion

Last impressions linger! Summarize your main points and leave your audience with a clear takeaway. End your presentation with a bang , a call to action or an inspiring thought that resonates long after the conclusion.

In-person presentations aside, acing a virtual presentation is of paramount importance in today’s digital world. Check out this guide to learn how you can adapt your in-person presentations into virtual presentations . 

Preparing an effective presentation starts with laying a strong foundation that goes beyond just creating slides and notes. One of the quickest and best ways to make a presentation would be with the help of a good presentation software . 

Otherwise, let me walk you to how to prepare for a presentation step by step and unlock the secrets of crafting a professional presentation that sets you apart.

1. Understand the audience and their needs

Before you dive into preparing your masterpiece, take a moment to get to know your target audience. Tailor your presentation to meet their needs and expectations , and you’ll have them hooked from the start!

2. Conduct thorough research on the topic

Time to hit the books (or the internet)! Don’t skimp on the research with your presentation materials — dive deep into the subject matter and gather valuable insights . The more you know, the more confident you’ll feel in delivering your presentation.

3. Organize the content with a clear structure

No one wants to stumble through a chaotic mess of information. Outline your presentation with a clear and logical flow. Start with a captivating introduction, follow up with main points that build on each other and wrap it up with a powerful conclusion that leaves a lasting impression.

Delivering an effective business presentation hinges on captivating your audience, and Venngage’s professionally designed business presentation templates are tailor-made for this purpose. With thoughtfully structured layouts, these templates enhance your message’s clarity and coherence, ensuring a memorable and engaging experience for your audience members.

Don’t want to build your presentation layout from scratch? pick from these 5 foolproof presentation layout ideas that won’t go wrong. 

4. Develop visually appealing and supportive visual aids

Spice up your presentation with eye-catching visuals! Create slides that complement your message, not overshadow it. Remember, a picture is worth a thousand words, but that doesn’t mean you need to overload your slides with text.

Well-chosen designs create a cohesive and professional look, capturing your audience’s attention and enhancing the overall effectiveness of your message. Here’s a list of carefully curated PowerPoint presentation templates and great background graphics that will significantly influence the visual appeal and engagement of your presentation.

5. Practice, practice and practice

Practice makes perfect — rehearse your presentation and arrive early to your presentation to help overcome stage fright. Familiarity with your material will boost your presentation skills and help you handle curveballs with ease.

6. Seek feedback and make necessary adjustments

Don’t be afraid to ask for help and seek feedback from friends and colleagues. Constructive criticism can help you identify blind spots and fine-tune your presentation to perfection.

With Venngage’s real-time collaboration feature , receiving feedback and editing your presentation is a seamless process. Group members can access and work on the presentation simultaneously and edit content side by side in real-time. Changes will be reflected immediately to the entire team, promoting seamless teamwork.

7. Prepare for potential technical or logistical issues

Prepare for the unexpected by checking your equipment, internet connection and any other potential hiccups. If you’re worried that you’ll miss out on any important points, you could always have note cards prepared. Remember to remain focused and rehearse potential answers to anticipated questions.

8. Fine-tune and polish your presentation

As the big day approaches, give your presentation one last shine. Review your talking points, practice how to present a presentation and make any final tweaks. Deep breaths — you’re on the brink of delivering a successful presentation!

In competitive environments, persuasive presentations set individuals and organizations apart. To brush up on your presentation skills, read these guides on how to make a persuasive presentation and tips to presenting effectively . 

Whether you’re an experienced presenter or a novice, the right techniques will let your presentation skills soar to new heights!

From public speaking hacks to interactive elements and storytelling prowess, these 9 effective presentation techniques will empower you to leave a lasting impression on your audience and make your presentations unforgettable.

1. Confidence and positive body language

Positive body language instantly captivates your audience, making them believe in your message as much as you do. Strengthen your stage presence and own that stage like it’s your second home! Stand tall, shoulders back and exude confidence. 

2. Eye contact with the audience

Break down that invisible barrier and connect with your audience through their eyes. Maintaining eye contact when giving a presentation builds trust and shows that you’re present and engaged with them.

3. Effective use of hand gestures and movement

A little movement goes a long way! Emphasize key points with purposeful gestures and don’t be afraid to walk around the stage. Your energy will be contagious!

4. Utilize storytelling techniques

Weave the magic of storytelling into your presentation. Share relatable anecdotes, inspiring success stories or even personal experiences that tug at the heartstrings of your audience. Adjust your pitch, pace and volume to match the emotions and intensity of the story. Varying your speaking voice adds depth and enhances your stage presence.

5. Incorporate multimedia elements

Spice up your presentation with a dash of visual pizzazz! Use slides, images and video clips to add depth and clarity to your message. Just remember, less is more—don’t overwhelm them with information overload. 

Turn your presentations into an interactive party! Involve your audience with questions, polls or group activities. When they actively participate, they become invested in your presentation’s success. Bring your design to life with animated elements. Venngage allows you to apply animations to icons, images and text to create dynamic and engaging visual content.

6. Utilize humor strategically

Laughter is the best medicine—and a fantastic presentation enhancer! A well-placed joke or lighthearted moment can break the ice and create a warm atmosphere , making your audience more receptive to your message.

7. Practice active listening and respond to feedback

Be attentive to your audience’s reactions and feedback. If they have questions or concerns, address them with genuine interest and respect. Your responsiveness builds rapport and shows that you genuinely care about their experience.

8. Apply the 10-20-30 rule

Apply the 10-20-30 presentation rule and keep it short, sweet and impactful! Stick to ten slides, deliver your presentation within 20 minutes and use a 30-point font to ensure clarity and focus. Less is more, and your audience will thank you for it!

9. Implement the 5-5-5 rule

Simplicity is key. Limit each slide to five bullet points, with only five words per bullet point and allow each slide to remain visible for about five seconds. This rule keeps your presentation concise and prevents information overload.

Simple presentations are more engaging because they are easier to follow. Summarize your presentations and keep them simple with Venngage’s gallery of simple presentation templates and ensure that your message is delivered effectively across your audience.

1. How to start a presentation?

To kick off your presentation effectively, begin with an attention-grabbing statement or a powerful quote. Introduce yourself, establish credibility and clearly state the purpose and relevance of your presentation.

2. How to end a presentation?

For a strong conclusion, summarize your talking points and key takeaways. End with a compelling call to action or a thought-provoking question and remember to thank your audience and invite any final questions or interactions.

3. How to make a presentation interactive?

To make your presentation interactive, encourage questions and discussion throughout your talk. Utilize multimedia elements like videos or images and consider including polls, quizzes or group activities to actively involve your audience.

In need of inspiration for your next presentation? I’ve got your back! Pick from these 120+ presentation ideas, topics and examples to get started. 

Creating a stunning presentation with Venngage is a breeze with our user-friendly drag-and-drop editor and professionally designed templates for all your communication needs. 

Here’s how to make a presentation in just 5 simple steps with the help of Venngage:

Step 1: Sign up for Venngage for free using your email, Gmail or Facebook account or simply log in to access your account. 

Step 2: Pick a design from our selection of free presentation templates (they’re all created by our expert in-house designers).

Step 3: Make the template your own by customizing it to fit your content and branding. With Venngage’s intuitive drag-and-drop editor, you can easily modify text, change colors and adjust the layout to create a unique and eye-catching design.

Step 4: Elevate your presentation by incorporating captivating visuals. You can upload your images or choose from Venngage’s vast library of high-quality photos, icons and illustrations. 

Step 5: Upgrade to a premium or business account to export your presentation in PDF and print it for in-person presentations or share it digitally for free!

By following these five simple steps, you’ll have a professionally designed and visually engaging presentation ready in no time. With Venngage’s user-friendly platform, your presentation is sure to make a lasting impression. So, let your creativity flow and get ready to shine in your next presentation!

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• Career Advice
• Written Communication Guide:...

Written Communication Guide: Types, Examples, and Tips

9 min read · Updated on August 16, 2023

The power of words inspires change, evokes emotions, and fosters connections

We live in a world where the words you write hold the key to unlocking new opportunities. It doesn't matter if you're writing formal business correspondence or a personal letter to your best friend, writing has the power to take readers on a profound journey through your thoughts. 

The types of written communication are as diverse as the purposes they serve and can allow you to excel at work, engage academically, and be more expressive and eloquent. This written communication guide will lead you down a path to discover different types of written communication and will provide examples and tips to ensure that you write exactly what you mean. 

Definition of written communication

At its core, written communication is the art of transmitting messages, thoughts, and ideas through the written word. It serves as a bridge that connects individuals across time and space, allowing for the seamless exchange of information, emotions, and knowledge. Whether etched onto parchment centuries ago or typed onto a digital screen today, written communication has withstood the test of time as a powerful means of expression.

In a fast-paced world where information travels at the speed of light, written communication holds its ground as a tangible record of human interaction. Unlike its oral counterpart , written communication transcends temporal boundaries, leaving an indelible mark that can be revisited and analyzed. It's this permanence that lends written communication a significant place in personal correspondence, professional documentation, and academic discourse.

In personal realms, heartfelt letters and carefully crafted emails capture emotions and sentiments that words spoken aloud might fail to convey

Within professional settings, written communication takes the form of reports, proposals, and emails, each meticulously composed to ensure clarity and precision

Academia finds its treasure trove in research papers, essays, and presentations, where written communication serves as the cornerstone of knowledge dissemination

Yet, amidst this sophistication lies a distinction: written communication lacks the immediate feedback and nuances present in oral discourse. This difference demands attention to detail and precise articulation, to ensure the intended message is accurately received. The immediate feedback present in oral communication allows you to instantly adjust your rhetoric, but that opportunity isn't always present in written communication. 

Types of written communication

We've briefly explored the concept that written communication can be found in personal, professional, and academic settings. But its reach extends far beyond those three realms. Each type of written communication wields a unique power, catering to different purposes and audiences. Understanding the four types of written communication – formal, informal, academic, and creative – will empower you to communicate effectively across a wide spectrum of contexts. 

1. Formal communication

In the corporate arena, formal written communication is the backbone of professional interactions. This type of writing demands precision, clarity, and adherence to established norms. Written communication in the workplace encompasses emails, memos, reports, and official documents. These documents serve as a lasting record of decisions, proposals, and agreements, emphasizing the need for accuracy and professionalism. Examples of formal written communication include:

Formal business emails: These messages are structured, concise, and adhere to a specific etiquette. For instance, sending a well-constructed email to a prospective client introducing your company's services demonstrates effective formal communication. The tone should remain respectful and informative, reflecting the sender's professionalism.

Office memos: Memos serve as succinct internal communication tools within organizations. These documents address specific topics, provide instructions, or announce updates. An example of formal communication through a memo is when a department head distributes a memo outlining the upcoming changes to company policies. 

Business reports: Reports are comprehensive documents that analyze data, present findings, and offer recommendations. A formal business report might involve an in-depth analysis of market trends, financial performance, or project outcomes. Such reports are meticulously structured, featuring headings, subheadings, and references. A quarterly financial report submitted to company stakeholders is an example of formal written communication in the form of a report. The language employed is precise and backed by evidence, maintaining an authoritative tone.

2. Informal communication

Stepping away from corporate rigidity, informal written communication captures the casual essence of everyday life. Informal communication embraces text messages, social media posts, and personal letters. It encourages self-expression and authenticity, enabling individuals to communicate in a more relaxed and relatable manner. Balancing the informal tone while maintaining appropriate communication standards is essential in this type of communication. Some examples of informal communication are:

Text messages: Text messages are characterized by their casual tone, use of abbreviations, and emojis. The language used is relaxed and often mirrors spoken language, fostering a sense of familiarity and ease.

Social media posts: From Facebook statuses to Twitter updates and Instagram captions, these informal writing opportunities allow you to express yourself freely. The language is personal, engaging, and may include humor or personal anecdotes that boost your personal brand .

Personal letters: Although originally rather formal, personal letters have transitioned into the realm of informality. Letters written to friends or family members often showcase a mix of personal anecdotes, emotions, and everyday language. The language is warm, reflective of personal connections, and might include elements of nostalgia or shared experiences.

3. Academic writing

Within educational institutions, academic writing reigns as the conduit of knowledge dissemination. This type of writing includes essays, research papers, and presentations. Academic writing upholds a formal tone, requiring proper citation and adherence to established formats. The objective is to convey complex concepts coherently and objectively, fostering critical thinking and intellectual growth. Here are a few examples of academic writing:

Essays: Essays are fundamental forms of academic writing that require students to analyze and present arguments on specific topics. The essay is structured with an introduction, body paragraphs, and a conclusion, all aimed at conveying a well-organized argument supported by evidence.

Research papers: Research papers dive deeper into specific subjects, often requiring extensive investigation and citation of sources. They should be organized with specific sections such as an introduction, literature review, methodology, findings, and conclusion. This type of academic writing focuses on presenting original insights backed by thorough research.

Presentations: While presentations involve spoken communication, their accompanying slides often feature written content. Academic presentations might include a slide deck explaining the findings of a research study. Each slide contains concise written points that support the speaker's verbal explanations. Effective academic presentation writing ensures clarity and conciseness, to aid the audience's understanding.

4. Creative writing

Creative writing introduces a touch of artistry to written communication. Poetry, short stories, and blog posts exemplify this style. Creative writing explores the depths of human imagination, invoking emotions and vivid imagery. This type of writing encourages personal flair, allowing individuals to experiment with language, style, and narrative structure. While the examples of creative writing are vast, we'd like to share a few examples with you.

Poetry: Poetry is an artistic form of written communication that emphasizes rhythm, imagery, and emotions. In such works, words are carefully chosen to evoke feelings and paint vivid mental pictures, allowing readers to experience a heightened emotional connection.

Short stories: Short stories are concise narratives that capture a moment, an emotion, or a complete tale in a limited space. An example of creative writing as a short story could be a suspenseful narrative that unfolds over a few pages, engaging readers with its characters, plot twists, and resolution. Creative short stories often explore themes of human nature and provide a glimpse into unique worlds or experiences.

Novels: Novels stand as an epitome of creative writing, offering a more extensive canvas for storytelling. Novels delve deep into emotions, relationships, and the complexities of human existence, allowing readers to immerse themselves in fictional realms with remarkable depth.

Tips for improving your written communication skills

Believe it or not, writing is one of those skills that many people struggle with. The question of whether writing is a skill or a talent has long sparked debates among linguists, educators, and writers themselves. Whether effective written communication is something that you're naturally good at or something that you struggle with, everyone can benefit from some tips on being a better writer. 

Clarity: Clarity is arguably the cornerstone of good writing. It ensures your message is understood by eliminating ambiguity, confusion, and misinterpretation. Prioritize simplicity over complexity, using clear and concise sentences to deliver your message effectively. Avoid unnecessary jargon and convoluted phrases, aiming to convey ideas in a straightforward manner.

Understand your audience: It's critical to consider who will be reading what you write. Think about their knowledge, interests, and expectations when crafting your message. Adjust your tone, style, and choice of words to resonate with your intended readers. This ensures that your message is relatable and engaging, enhancing its impact.

Grammar and spelling: If there's one thing that will turn people off your writing, it's improper grammar and bad spelling. Maintaining proper grammar and spelling reflects professionalism and attention to detail. Proofread your work meticulously or use online tools to catch errors.

Practice and learn: Even if you're an expert writer, writing is a skill that evolves. Stephen King – the “king of writing” – asserts that every writer should read . Regular reading exposes you to diverse writing styles and perspectives that expand your knowledge of presenting the written word. 

Embrace the power of words

Through clear communication, tailored messages, and continuous practice, you can harness the art of written expression to connect, inspire, and leave a lasting impact. The power of words is always within your grasp.

Your resume is another place that requires exceptional writing skills. Let our team of expert resume writers unlock the door to your professional success by showcasing your exceptional writing skills on the most important career marketing tool you have. Send your resume for a free review today ! 

Recommended reading:

The Essential Steps of Your Communication Process

4 Types of Communication Style – What's Yours?

Improve your Powers of Persuasion With These Rhetorical Choices!

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How To Write A Presentation: An Ultimate Guide

Table of Contents

Preparing a presentation can be a daunting experience. Standing in front of an audience to give a speech can be an even more overwhelming prospect. However, you are unlikely to get through university without having to create a presentation. Depending on your subject, instructors may require you to provide feedback from a group task or deliver the findings of a scientific experiment. Whatever the topic, you’ll be presenting to your tutor and fellow students. While preparing a presentation and making your case in front of them is not easy, especially if you’re not used to doing it, it is a good practice since many employers use presentations as part of the recruitment process.

How to Write a PowerPoint Presentation Successfully

Creating an excellent PowerPoint presentation is a skill that any professional must have, especially in the corporate and business world. The problem? It is very easy to get it wrong. From poor color choices to confusing slides, a bad PowerPoint slideshow can distract the audience from the awesome content. A PowerPoint presentation is like a poster presentation; only that the information is on computer slides rather than actual posters. It often accompanies and enhances oral presentations instead of serving as speaking notes. Well-designed slides used sparingly and with good timing can be brilliant. Heck, they can even make an otherwise good presentation awesome. Here are some tips to help you illustrate why your creative talents are the perfect ingredients for a killer presentation.

Use the 10-20-30 Rule

A PowerPoint slide should only have the main points. Guy Kawaski suggested the 10-20-30 rule to make presentations engaging and captivating. He says that a good presentation should not contain more than ten slides, shouldn’t last for more than 20 minutes, and the content should not be more than 30 points. But how do you make your texts lean on the slides? Draw relevant information from your narrative and feature only core ideas and points on slides. You can use the “6×6 technique” to avoid getting too wordy. This guideline suggests using no more than six bullet points or lines per slide with no more than six words per line.

Write an abstract for a Presentation

The purpose of an abstract is to highlight the most critical information in a piece of writing. However, a presentation abstract is different. Try to think of it as an invitation to a party. You want to create as much excitement and curiosity for your presentation as possible. Writing an abstract for a presentation requires the presented information to be more succinct. Unlike a typical abstract or executive summary, the presentation abstract should have less than 250 words and have a simplified and condensed breakdown. The abstract should come after your short bio.

Write A Presentation Outline

When preparing a presentation, there are various ways you can use it to share relevant ideas. One tool that helps presenters is a presentation outline – a synopsis of a talk or pitch. Presentation outlines help you organize your agenda and create a logical flow of thoughts in your script. They give you a clear path to transition your audience from your current status to where you want them to be. Follow these steps to create an outline for your presentation:

• Consider the purpose of your presentation
• Create a structure – introduction, main body, and conclusion
• Use an attention grabber
• Consider visual content
• Include a call to action

Use a Paper Writing Service

Writing presentations can be a stressful process. Students often struggle to get it right and need a guiding hand to help them create engaging and captivating slides. Luckily, CustomWritings presentation writing services that can take care of your PowerPoint presentations. Their team of writers can break down any topic to create slides precisely according to your custom instructions. Besides, the company offers presentation examples and other academic writing services, such as research papers, term papers, assignments, admission essays, and dissertations, at affordable prices across the board for all sorts of projects. No matter your academic level. Whether a Ph.D. or Master’s, you will always get personalized, original, quality, and professional papers at accommodating rates.

Stick to One Idea Per Slide

Like keeping slides virtually uncluttered, focusing on one key idea per slide can help your audience quickly follow along. Too many ideas on one slide can detract the audience from the significance of each idea. By featuring only one point per slide, you also give the idea room for visual impact. For instance, you can experiment with fonts and image sizes to deliver the desired effect.

Include Powerful Visuals

Adding visual elements to your presentation makes your deck more engaging and dynamic. However, the caveat is that visuals used as an afterthought can counter your ideas rather than complement them. Such visuals as nostalgic photos can appeal to the audience’s emotions in a way that a generic stock picture might not. Likewise, using eye-catching charts and graphs to simplify complex information instead of writing out a slew of statistics as text can keep your audience from getting overwhelmed with data. Remember that visual aids should complement your oral presentations, not repeat them or deliver the presentation for you.

Be Savvy with Design Details

A good design can make or break a presentation. If you haven’t got a budget for a designer, presentation tools, such as Canva and Visme, can help you make great slides. Firstly, use color consistently. Bright colors can dazzle, but too many can be off-putting. Use the colors most relevant to your message. Secondly, be consistent with the font. Consistent designs make your presentation look professional. Don’t switch from caps and lower case, Cosmic Sans to Times New Roman, or 10-to-18-point text size. Keep your on-screen text uniform for a more cohesive message. Lastly, format to precision. A wonky line on a slide or a badly pixelated graphic can put some people off, as it looks like you haven’t tried very hard, or worse, you just aren’t good enough. In a snapshot;

• Use color sparingly
• Use font consistently
• Format to perfection

Polish Several Times

Like your favorite shoes, a good presentation needs a few rounds of dusting before it’s all shiny and sparkly. Don’t be afraid to get messy. Arrange your ideas side-by-side and discover new connections that you didn’t see before. You should edit the slides ruthlessly. At first, you may have a considerable amount of information and struggle to get down six bullet points per slide. Edit thoroughly until you pair your message down to the bare essentials. You can also get a fresh pair of eyes to refine your presentation.

Final Thought about Presentation Writing

Written presentations are a powerful way to share ideas – if you create a deck that communicates your points clearly and effectively. Other communication dynamics, such as your oratory skills and body language, can influence your presentation’s success. Nonetheless, a well-written presentation is a resource that your audience can revisit long after you’ve shared it. By applying these PowerPoint presentation tips, you’ll be in a stronger position to inform, entertain, inspire, and activate your audience through a clear message.

Join the thousands who have sharpened their business writing skills with our award winning courses.

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How to prepare and deliver an effective oral presentation

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• Peer review
• Lucia Hartigan , registrar 1 ,
• Fionnuala Mone , fellow in maternal fetal medicine 1 ,
• Mary Higgins , consultant obstetrician 2
• 1 National Maternity Hospital, Dublin, Ireland
• 2 National Maternity Hospital, Dublin; Obstetrics and Gynaecology, Medicine and Medical Sciences, University College Dublin
• luciahartigan{at}hotmail.com

The success of an oral presentation lies in the speaker’s ability to transmit information to the audience. Lucia Hartigan and colleagues describe what they have learnt about delivering an effective scientific oral presentation from their own experiences, and their mistakes

The objective of an oral presentation is to portray large amounts of often complex information in a clear, bite sized fashion. Although some of the success lies in the content, the rest lies in the speaker’s skills in transmitting the information to the audience. 1

Preparation

It is important to be as well prepared as possible. Look at the venue in person, and find out the time allowed for your presentation and for questions, and the size of the audience and their backgrounds, which will allow the presentation to be pitched at the appropriate level.

See what the ambience and temperature are like and check that the format of your presentation is compatible with the available computer. This is particularly important when embedding videos. Before you begin, look at the video on stand-by and make sure the lights are dimmed and the speakers are functioning.

For visual aids, Microsoft PowerPoint or Apple Mac Keynote programmes are usual, although Prezi is increasing in popularity. Save the presentation on a USB stick, with email or cloud storage backup to avoid last minute disasters.

When preparing the presentation, start with an opening slide containing the title of the study, your name, and the date. Begin by addressing and thanking the audience and the organisation that has invited you to speak. Typically, the format includes background, study aims, methodology, results, strengths and weaknesses of the study, and conclusions.

If the study takes a lecturing format, consider including “any questions?” on a slide before you conclude, which will allow the audience to remember the take home messages. Ideally, the audience should remember three of the main points from the presentation. 2

Have a maximum of four short points per slide. If you can display something as a diagram, video, or a graph, use this instead of text and talk around it.

Animation is available in both Microsoft PowerPoint and the Apple Mac Keynote programme, and its use in presentations has been demonstrated to assist in the retention and recall of facts. 3 Do not overuse it, though, as it could make you appear unprofessional. If you show a video or diagram don’t just sit back—use a laser pointer to explain what is happening.

Rehearse your presentation in front of at least one person. Request feedback and amend accordingly. If possible, practise in the venue itself so things will not be unfamiliar on the day. If you appear comfortable, the audience will feel comfortable. Ask colleagues and seniors what questions they would ask and prepare responses to these questions.

It is important to dress appropriately, stand up straight, and project your voice towards the back of the room. Practise using a microphone, or any other presentation aids, in advance. If you don’t have your own presenting style, think of the style of inspirational scientific speakers you have seen and imitate it.

Try to present slides at the rate of around one slide a minute. If you talk too much, you will lose your audience’s attention. The slides or videos should be an adjunct to your presentation, so do not hide behind them, and be proud of the work you are presenting. You should avoid reading the wording on the slides, but instead talk around the content on them.

Maintain eye contact with the audience and remember to smile and pause after each comment, giving your nerves time to settle. Speak slowly and concisely, highlighting key points.

Do not assume that the audience is completely familiar with the topic you are passionate about, but don’t patronise them either. Use every presentation as an opportunity to teach, even your seniors. The information you are presenting may be new to them, but it is always important to know your audience’s background. You can then ensure you do not patronise world experts.

To maintain the audience’s attention, vary the tone and inflection of your voice. If appropriate, use humour, though you should run any comments or jokes past others beforehand and make sure they are culturally appropriate. Check every now and again that the audience is following and offer them the opportunity to ask questions.

Finishing up is the most important part, as this is when you send your take home message with the audience. Slow down, even though time is important at this stage. Conclude with the three key points from the study and leave the slide up for a further few seconds. Do not ramble on. Give the audience a chance to digest the presentation. Conclude by acknowledging those who assisted you in the study, and thank the audience and organisation. If you are presenting in North America, it is usual practice to conclude with an image of the team. If you wish to show references, insert a text box on the appropriate slide with the primary author, year, and paper, although this is not always required.

Answering questions can often feel like the most daunting part, but don’t look upon this as negative. Assume that the audience has listened and is interested in your research. Listen carefully, and if you are unsure about what someone is saying, ask for the question to be rephrased. Thank the audience member for asking the question and keep responses brief and concise. If you are unsure of the answer you can say that the questioner has raised an interesting point that you will have to investigate further. Have someone in the audience who will write down the questions for you, and remember that this is effectively free peer review.

Be proud of your achievements and try to do justice to the work that you and the rest of your group have done. You deserve to be up on that stage, so show off what you have achieved.

Competing interests: We have read and understood the BMJ Group policy on declaration of interests and declare the following interests: None.

• ↵ Rovira A, Auger C, Naidich TP. How to prepare an oral presentation and a conference. Radiologica 2013 ; 55 (suppl 1): 2 -7S. OpenUrl
• ↵ Bourne PE. Ten simple rules for making good oral presentations. PLos Comput Biol 2007 ; 3 : e77 . OpenUrl PubMed
• ↵ Naqvi SH, Mobasher F, Afzal MA, Umair M, Kohli AN, Bukhari MH. Effectiveness of teaching methods in a medical institute: perceptions of medical students to teaching aids. J Pak Med Assoc 2013 ; 63 : 859 -64. OpenUrl

Oral Presentations

Flipped learning module.

Each Flipped Learning Module (FLM) is a set of short videos and online activities that can be used (in whole or in part) to free up class time from content delivery for greater student interaction. At the end of the module, students are asked to fill out a brief survey, in which we adopt the minute paper strategy . In this approach, students are asked to submit their response to two brief questions regarding their knowledge of the module.

In this FLM, students are asked to complete a fill-in-the-blank outline which accompanies all three videos, covering the topics of oral presentation skill areas, preparation, and delivery. The completed outline will enhance the students’ note-taking skills and will serve as a summary of the FLM that they may refer to in the future.

oral/written communication, elocution, extemporaneous speech, oral retrieval, metacognition, visual aids, pacing, intonation, body language

Module Overview Oral Presentation Skill Areas Types of oral presentations you may encounter in your classes Key skill areas necessary for effective presentations Oral vs. written communication Oral Presentation Preparation Preparing on your own Working together with a group Creating slides and/or handouts for presentations Summarizing and Tips Pacing Intonation Body Language Download Video Transcripts

Worksheet: Oral Presentations Outline

• (Type 1) _________________________
• (Type 2) _________________________
• (Type 3) _________________________
• (Skill area 1) _________________________
• (Skill area 2) _________________________
• (Skill area 3) _________________________
• Similarities between oral and written communication are: _________________________
• Differences between oral and written communication are: ________________________
• Key points to consider when preparing for a presentation are:
• (Point 1) ____________________________
• (Point 2) ____________________________
• (Point 3) ____________________________
• Key points to consider when working with a group are:
• Key points to consider when creating slides are:
• Key points to consider when creating handouts are:
• Suggestions for practicing pacing are:
• (Suggestion 1) ____________________________
• (Suggestion 2) ____________________________
• (Suggestion 3) ____________________________
• Suggestions for practicing intonation are:
• Suggestions for practicing body language are:
• (Suggestion 2) ___________________________

Download Outline

Video 1: Oral Presentation Skill Areas

Oral presentation online activity 1.

What skills did you need in order to do this effectively? List at least three skills and explain why they were important.

What challenges did you run into? Describe at least one.

Was the speech or oral performance part of a larger writing or research project? How did the speaking inform the writing and research? And conversely, how did writing contribute to your oral expression?

What did you gain from the experience? List at least two things you learned from preparing and/or delivering the presentation, or two things you might do differently in the future based on your experience.

Submit your response to your instructor.

Video 2: Oral Presentation Preparation

Oral presentation online activity 2.

How do you imagine the speaker prepared for this talk?

Video 3: Oral Presentation Delivery

Oral presentation survey.

• What was the one most important thing you learned from this module?
• Do you have any unanswered questions for me?

Oral Presentation In-Class Activity

TED Talk title:

What does the speaker do effectively, and why? 1.

3.   What, in your opinion, could the speaker do more effectively, and why? 1.

Download Worksheet 1

Download Digital Implementation of the Activity

“ Designing Effective PowerPoint Presentations .” The Purdue OWL , Purdue U Writing Lab.

“ How to Convert your Paper into a Presentation .” Duke University Thompson Writing Program .

Pollard, Catriona. “ The Top 5 TED Talks on How to Give a Great TED Talk .” From Unknown to Expert .

“ Posters & Presentations .” Georgia Tech Undergraduate Research Opportunities Program .

See all Writing Program Flipped Learning Modules

The Power of Strong Oral and Written Communication Skills

Learn how to improve your oral and written communication skills by expressing ideas clearly, fostering understanding, and connecting with others.

Oral and written communication skills are essential components of effective interaction, involving both verbal and written forms of conveying information and ideas. 

Oral communication skills encompass the ability to express thoughts, opinions, and information through spoken words, while written communication skills involve conveying messages, instructions, or thoughts using written language. 

Both oral and written communication skills play a pivotal role in expressing ideas clearly, fostering understanding, and connecting with others across different contexts.

Importance of Effective Communication in Various Aspects of Life

Effective communication skills are paramount in personal, professional, and academic spheres. In the workplace, clear oral and written communication enables employees to articulate ideas, collaborate with colleagues, and present their thoughts convincingly to employers or clients. 

Written communication skills are crucial for crafting professional documents such as emails, reports, and cover letters. In academic settings, effective communication aids students in presenting research, participating in discussions, and writing papers. 

Moreover, in everyday life, strong communication skills foster better relationships, facilitate successful interactions, and contribute to overall clarity and understanding in various interactions.

The Importance of Oral Communication Skills

Effective verbal communication in personal relationships.

Building Strong Connections with Others: Oral communication skills are instrumental in establishing meaningful relationships. Through effective verbal communication, individuals can share thoughts, emotions, and experiences, fostering deeper connections and understanding with family, friends, and acquaintances. 

Open and honest conversations enable individuals to connect on a personal level and build trust, enhancing the quality of relationships.

Resolving Conflicts and Misunderstandings: Strong verbal communication skills are essential for addressing conflicts and resolving misunderstandings. 

The ability to express oneself clearly, actively listen, and provide constructive feedback aids in navigating difficult conversations. Individuals with strong oral communication skills can discuss concerns, clarify misunderstandings, and find mutually agreeable solutions, contributing to healthier and more harmonious relationships.

Professional Benefits of Strong Oral Communication

Effective Teamwork and Collaboration: In the professional realm, effective verbal communication skills are crucial for successful teamwork and collaboration. 

The ability to communicate ideas, provide feedback, and actively participate in discussions contributes to a productive work environment. Teams that communicate well can exchange insights, pool talents, and achieve common goals efficiently.

Improved Public Speaking and Presentation Skills: Strong oral communication skills enhance public speaking and presentation abilities. Professionals who can convey information persuasively and engage their audience effectively make impactful presentations. 

Whether delivering a pitch, leading a meeting, or presenting to a large audience, strong verbal communication skills instill confidence and captivate listeners, leaving a lasting impression.

Developing Verbal Communication Skills

Active listening techniques: .

Active listening is a foundational skill for improving oral communication. This technique involves fully engaging with the speaker, giving them your undivided attention, and understanding their message beyond just words. 

By maintaining eye contact, nodding, and asking clarifying questions, you demonstrate your genuine interest and comprehension. Active listening helps foster better connections, minimizes misunderstandings, and allows you to respond thoughtfully.

Enhancing Non-Verbal Communication:

Non-verbal cues, such as facial expressions, gestures, and body language, play a significant role in conveying messages during oral communication. Developing awareness of your non-verbal cues and aligning them with your spoken words enhances your overall communication effectiveness. Positive non-verbal communication signals attentiveness, openness, and confidence, helping you build rapport and establish credibility.

Practicing Effective Speaking and Clarity of Expression:

Practicing effective speaking involves expressing ideas clearly, concisely, and confidently. Focus on articulation, pronunciation, and tone to ensure your words are understood. Using appropriate vocabulary and structuring your sentences coherently adds to your communication clarity. 

Regular practice through discussions, presentations, and even role-playing scenarios can help you refine your speaking skills and overcome any hesitations or stumbling blocks in verbal communication.

The Importance of Written Communication Skills

Written communication in the workplace:.

Effective written communication is essential in professional settings for several reasons. Clear and concise emails and memos ensure that information is conveyed accurately without confusion. 

Professional written reports and documentation contribute to organized and well-documented project management, decision-making, and compliance with industry standards. Strong written communication skills not only reflect your competence but also facilitate seamless communication within the team and with stakeholders.

Personal Benefits of Strong Written Communication:

Developing strong written communication skills has personal benefits beyond the workplace. It enhances your organization and critical thinking abilities as you structure your thoughts logically and coherently. 

Expressing thoughts and ideas effectively in writing allows you to communicate with clarity and precision. This skill is valuable for both formal and informal contexts, from crafting persuasive essays to sharing ideas on social media. Strengthening your written communication skills empowers you to convey your messages with impact and engage with a broader audience.

Developing Written Communication Skills

Understanding the Purpose and Audience: Developing strong written communication skills involves considering the purpose and audience of your writing. Identifying why you are writing and who your target audience is helps tailor your message appropriately. 

Whether it's a formal report, an email to colleagues, or a social media post, knowing your purpose guides your content and tone. For example, writing an informative report for a professional audience requires a different approach than composing a casual email to friends. Understanding your purpose and audience ensures that your written communication is relevant, engaging, and effective.

Organization and Structure in Writing: Effective writing requires proper organization and structure to present ideas coherently. Start with an introduction that captures the reader's attention and outlines the main points. 

Organize the body of your writing logically, presenting ideas in a sequence that flows smoothly. Each paragraph should focus on a single idea, and transitions should link your points seamlessly. 

Conclude with a summary that reinforces your main message or provides a call to action. Well-organized writing guides readers through your content and makes it easier to comprehend and remember.

Effective Use of Grammar, Punctuation, and Vocabulary: Grammatical accuracy, proper punctuation, and varied vocabulary are crucial for clear and effective written communication. 

Grammatical errors and awkward phrasing can detract from your message, leading to confusion or misinterpretation. Correct punctuation enhances the clarity and readability of your writing. 

Additionally, using a diverse range of vocabulary improves the richness and precision of your content. Regularly reviewing grammar rules, practicing proofreading, and expanding your vocabulary are essential steps in enhancing your written communication skills.

Integrating Oral and Written Communication Skills

Bridging the gap between oral and written communication:.

Integrating both oral and written communication skills is essential for effective communication in various contexts. While oral communication allows for immediate interaction and engagement, written communication provides a lasting record and reference. 

Bridging the gap between these skills involves recognizing their complementary nature. For instance, articulating ideas clearly in writing helps structure your thoughts and can serve as a foundation for confident verbal communication. 

Similarly, the ability to express yourself eloquently in speech can translate to persuasive writing. By honing both oral and written communication skills, individuals can convey their ideas comprehensively and adapt to diverse communication scenarios.

The Impact of Effective Communication Skills on Overall Success:

Proficiency in both oral and written communication is a cornerstone of overall success. In professional settings, strong communication skills enhance collaboration, leadership, and the ability to influence others positively. 

Employers often seek candidates with excellent communication skills, as these skills contribute to effective teamwork, client relationships, and project management. Moreover, these skills extend to personal life, fostering better relationships and facilitating efficient interactions in everyday situations.

Mastering effective communication, whether oral or written, empowers individuals to navigate challenges, convey their ideas persuasively, and achieve their goals with confidence.

In today's interconnected world, oral and written communication skills hold immense value. The ability to convey ideas effectively through spoken and written words is pivotal in personal, academic, and professional spheres. 

Strong oral communication skills enable meaningful interactions, resolving conflicts, and fostering connections. Meanwhile, proficient written communication skills allow for clear documentation, organized thought expression, and impactful written reports.

The journey towards mastering oral and written communication skills is ongoing. Continuously refining these skills offers numerous benefits, enhancing career prospects, building strong relationships, and contributing to personal growth. 

Embrace opportunities to enhance your communication abilities, whether by practicing active listening, refining your writing style, or engaging in public speaking. 

By prioritizing the development of these skills, you empower yourself to effectively navigate various communication scenarios, enrich your interactions, and contribute positively to your personal and professional life.

Introducing Dive: The Perfect AI Companion for 2023

Dive is your ultimate AI assistant for supercharging your meetings. Dive seamlessly integrates with popular video conferencing platforms, revolutionizing your meeting experience. 

With automated task allocation, real-time transcription , and insightful analytics, Dive ensures your meetings are efficient, engaging, and result-driven. Elevate collaboration and productivity with Dive and make every meeting count.

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Communication Strategies: Presenting with Impact

Gain skills and techniques to engage, inform and inspire others, improving your ability to communicate as a leader.

All Start Dates

8:30 AM – 4:30 PM ET

2 consecutive days

Registration Deadline

June 30, 2024

November 24, 2024

Communication Strategies Program Overview

Communication strategies: presenting with impact, a public speaking course.

Public speaking—whether delivering a presentation, making a pitch, or leading a group discussion—can cause even the most confident leader to break a sweat. Yet communicating your message with poise, confidence, and conviction is an essential leadership skill. Mastering your public speaking and presentation skills will enable you to inspire your audience as well as build trust and credibility.

Through oral presentations and small group activities, you will put proven public speaking techniques and tools into practice, test out new approaches, and learn to communicate clearly and confidently. Discover the powerful impact of storytelling and practical persuasion skills to authentically illustrate your message. Learn how to effectively organize materials to blend analytical and emotional content into a compelling story, and incorporate dynamic introductions and memorable endings into your presentations.

Who Should Register for this Public Speaking Course

This communication program is appropriate for business professionals at all levels of experience who would like to enhance their communication skills to succeed in delivering impactful presentations. It is ideal for anyone in a role that requires ceremonial speaking, persuasive speaking, or any other type of public speaking, regardless of industry or years of experience.

All participants will earn a Certificate of Participation from the Harvard Division of Continuing Education

Participants must be fluent in English to participate fully in fast-moving discussions and exercises.

Benefits of Communication Strategies: Presenting With Impact

This communication strategies program is designed to offer new techniques to improve your public speaking skills. Key takeaways from the program will help you improve your ability to persuade and influence your audience in large- and small-group settings.

During this public speaking training course, you will:

• Learn guiding principles of making effective presentations
• Build confidence in your presentation abilities
• Cultivate your personal leadership and communication style
• Learn strategies on handling hostile audiences

“Jill [Slye] shared invaluable tips that have helped me to reduce my anxiety and negative self-talk around my presentations while conveying a message that encourages others to affect change through empowering presentations.” — Lizbeth Sanches-Acre

The curriculum for this communication strategies program is designed to be interactive and hands-on. You will practice the skills and techniques you are learning in real-time through small group activities and oral presentations during the program.

The curriculum will cover topics such as:

• Effective delivery skills involving presence, vocal variety, body language, narratives and humor, and handling nerves
• Crafting clear and concise messages
• Understanding and connecting with your audience
• Techniques for effective handling of Q&A sessions
• Ways to gain buy-in and influence your audience
• Strategies for online communications, webinars, podcasts, Zoom platforms, etc.

This public speaking course is offered as a two-day on-campus program in our state-of-the-art classroom space in the heart of historic Harvard University. Program tuition is $2,990 plus the cost of travel.

Considering this program?

Send yourself the details.

Related Programs

• Effective Organizational Communication
• Influence and Persuasion in Leadership
• Becoming a Leader: Developing Your Style and Making Sound Decisions

July Schedule

• Communication Overview
• Honing Your Personal Communication Style
• Developing Audience Centered Content
• Presentations
• Strategies for Online Communications
• Leadership Communication Model

December Schedule

Jill abruzese slye, certificates of leadership excellence.

The Certificates of Leadership Excellence (CLE) are designed for leaders with the desire to enhance their business acumen, challenge current thinking, and expand their leadership skills.

This program is one of several CLE qualifying programs. Register today and get started earning your certificate.

How will this program help me improve my public speaking skills?

This program will help you improve your public speaking skills through hands-on practice of communication techniques and new approaches. As part of the program, you will engage in group exercises and oral presentations where you will receive feedback from the instructor and your peers to help you improve your skills in real time.

How will improving public speaking help me advance my career?

Public speaking is an important skill for any business professional, regardless of industry or role. To advance your career, you must possess the ability to convey your message with clarity and lead group discussions with confidence, regardless of the specific situation. Developing the techniques and strategies to communicate effectively will help build trust in your leadership skills more broadly.

What skills or experience is needed before enrolling in this program?

Participants do not need any specific experience or skills to enroll in this program. It is open to any business professional interested in improving their public speaking skills and their ability to communicate effectively and persuasively.

Harvard Division of Continuing Education

The Division of Continuing Education (DCE) at Harvard University is dedicated to bringing rigorous academics and innovative teaching capabilities to those seeking to improve their lives through education. We make Harvard education accessible to lifelong learners from high school to retirement.

Want to create or adapt books like this? Learn more about how Pressbooks supports open publishing practices.

4.4 Style in Written Communication

Learning objectives.

• Describe and identify three styles of writing.
• Demonstrate the appropriate use of colloquial, casual, and formal writing in at least one document of each style.

One way to examine written communication is from a structural perspective. Words are a series of symbols that communicate meaning, strung together in specific patterns that are combined to communicate complex and compound meanings. Nouns, verbs, adjectives, adverbs, prepositions, and articles are the building blocks you will use when composing written documents. Misspellings of individual words or grammatical errors involving misplacement or incorrect word choices in a sentence, can create confusion, lose meaning, and have a negative impact on the reception of your document. Errors themselves are not inherently bad, but failure to recognize and fix them will reflect on you, your company, and limit your success. Self-correction is part of the writing process.

Another way to examine written communication is from a goals perspective, where specific documents address stated (or unstated) goals and have rules, customs, and formats that are anticipated and expected. Violations of these rules, customs, or formats—whether intentional or unintentional—can also have a negative impact on the way your document is received.

Colloquial, casual, and formal writing are three common styles that carry their own particular sets of expectations. Which style you use will depend on your audience, and often whether your communication is going to be read only by those in your company ( internal communications ) or by those outside the organization, such as vendors, customers or clients ( external communications ). As a general rule, external communications tend to be more formal, just as corporate letterhead and business cards—designed for presentation to the “outside world”—are more formal than the e-mail and text messages that are used for everyday writing within the organization.

Style also depends on the purpose of the document and its audience. If your writing assignment is for Web page content, clear and concise use of the written word is essential. If your writing assignment is a feature interest article for an online magazine, you may have the luxury of additional space and word count combined with graphics, pictures, embedded video or audio clips, and links to related topics. If your writing assignment involves an introductory letter represented on a printed page delivered in an envelope to a potential customer, you won’t have the interactivity to enhance your writing, placing an additional burden on your writing and how you represent it.

Colloquial language is an informal, conversational style of writing. It differs from standard business English in that it often makes use of colorful expressions, slang, and regional phrases. As a result, it can be difficult to understand for an English learner or a person from a different region of the country. Sometimes colloquialism takes the form of a word difference; for example, the difference between a “Coke,” a “tonic,” a “pop, and a “soda pop” primarily depends on where you live. It can also take the form of a saying, as Roy Wilder Jr. discusses in his book You All Spoken Here: Southern Talk at Its Down-Home Best (Wilde, 2003). Colloquial sayings like “He could mess up a rainstorm” or “He couldn’t hit the ground if he fell” communicate the person is inept in a colorful, but not universal way. In the Pacific Northwest someone might “mosey,” or walk slowly, over to the “café,” or bakery, to pick up a “maple bar”—a confection known as a “Long John doughnut” to people in other parts of the United States.

Colloquial language can be reflected in texting:

“ok fwiw i did my part n put it in where you asked but my ? is if the group does not participate do i still get credit for my part of what i did n also how much do we all have to do i mean i put in my opinion of the items in order do i also have to reply to the other team members or what? Thxs”

We may be able to grasp the meaning of the message, and understand some of the abbreviations and codes, but when it comes to business, this style of colloquial text writing is generally suitable only for one-on-one internal communications between coworkers who know each other well (and those who do not judge each other on spelling or grammar). For external communications, and even for group communications within the organization, it is not normally suitable, as some of the codes are not standard, and may even be unfamiliar to the larger audience.

Colloquial writing may be permissible, and even preferable, in some business contexts. For example, a marketing letter describing a folksy product such as a wood stove or an old-fashioned popcorn popper might use a colloquial style to create a feeling of relaxing at home with loved ones. Still, it is important to consider how colloquial language will appear to the audience. Will the meaning of your chosen words be clear to a reader who is from a different part of the country? Will a folksy tone sound like you are “talking down” to your audience, assuming that they are not intelligent or educated enough to appreciate standard English? A final point to remember is that colloquial style is not an excuse for using expressions that are sexist, racist, profane, or otherwise offensive.

Casual language involves everyday words and expressions in a familiar group context, such as conversations with family or close friends. The emphasis is on the communication interaction itself, and less about the hierarchy, power, control, or social rank of the individuals communicating. When you are at home, at times you probably dress in casual clothing that you wouldn’t wear in public—pajamas or underwear, for example. Casual communication is the written equivalent of this kind of casual attire. Have you ever had a family member say something to you that a stranger or coworker would never say? Or have you said something to a family member that you would never say in front of your boss? In both cases, casual language is being used. When you write for business, a casual style is usually out of place. Instead, a respectful, professional tone represents you well in your absence.

In business writing, the appropriate style will have a degree of formality. Formal language is communication that focuses on professional expression with attention to roles, protocol, and appearance. It is characterized by its vocabulary and syntax , or the grammatical arrangement of words in a sentence. That is, writers using a formal style tend to use a more sophisticated vocabulary—a greater variety of words, and more words with multiple syllables—not for the purpose of throwing big words around, but to enhance the formal mood of the document. They also tend to use more complex syntax, resulting in sentences that are longer and contain more subordinate clauses.

The appropriate style for a particular business document may be very formal, or less so. If your supervisor writes you an e-mail and you reply, the exchange may be informal in that it is fluid and relaxed, without much forethought or fanfare, but it will still reflect the formality of the business environment. Chances are you will be careful to use an informative subject line, a salutation (“Hi [supervisor’s name]” is typical in e-mails), a word of thanks for whatever information or suggestion she provided you, and an indication that you stand ready to help further if need be. You will probably also check your grammar and spelling before you click “send.”

A formal document such as a proposal or an annual report will involve a great deal of planning and preparation, and its style may not be fluid or relaxed. Instead, it may use distinct language to emphasize the prestige and professionalism of your company. Let’s say you are going to write a marketing letter that will be printed on company letterhead and mailed to a hundred sales prospects. Naturally you want to represent your company in a positive light. In a letter of this nature you might write a sentence like “The Widget 300 is our premium offering in the line; we have designed it for ease of movement and efficiency of use, with your success foremost in our mind.” But in an e-mail or a tweet, you might use an informal sentence instead, reading “W300—good stapler.”

Writing for business often involves choosing the appropriate level of formality for the company and industry, the particular document and situation, and the audience.

Key Takeaway

The best style for a document may be colloquial, casual, informal, or formal, depending on the audience and the situation.

• Refer back to the e-mail or text message example in this section. Would you send that message to your professor? Why or why not? What normative expectations concerning professor-student communication are there and where did you learn them? Discuss your thoughts with your classmates.
• Select a business document and describe its style. Is it formal, informal, or colloquial? Can you rewrite it in a different style? Share your results with a classmate.
• List three words or phrases that you would say to your friends. List three words or phrases that communicate similar meanings that you would say to an authority figure. Share and compare with classmates.
• When is it appropriate to write in a casual tone? In a formal tone? Write a one- to two-page essay on this topic and discuss it with a classmate.
• How does the intended audience influence the choice of words and use of language in a document? Think of a specific topic and two specific kinds of audiences. Then write a short example (250–500 words) of how this topic might be presented to each of the two audiences.

Wilde, J., Jr. (2003). You all spoken here: Southern talk at its down-home best . Athens: University of Georgia Press.

Business Communication for Success Copyright © 2015 by University of Minnesota is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International License , except where otherwise noted.

What is Written Communication: Definition, Examples & Skills

Table of Contents

Written word plays an increasingly important role whether sending emails, texting, or writing reports, we are constantly using written communication to convey our thoughts to others. But what exactly is written communication?

In this blog post, we’ll explore everything about written communication starting from the definition, types, importance, principles, and much more. So whether you’re a student, a professional, or simply looking to improve your communication skills, th is post is for you.

Definition of written communication 

“Written communication is the art of conveying information or ideas through the written word. It is a form of expression that can be used to inform, persuade, entertain, or inspire.” – William Zinsser , On Writing Well,

What is written communication?

Written communication refers to the process of exchanging information or messages through written words. It can take many forms, including emails, letters, articles, social media posts, and even text messages. In written communication, the sender conveys a message to the receiver using written language, which can be understood and interpreted by the recipient. 

This mode of communication is usually used when the sender and receiver are physically distant, or when a record of the communication is needed for future reference. Effective written communication involves using clear and concise language, organizing information logically, and considering the needs of the audience.

Nature of written communication

The nature of written communication is characterized by the use of written words to convey information, ideas, and messages. Written communication is typically more formal and structured than verbal communication.

The accessibility of written communication also allows for a wider audience to receive the message, regardless of time or distance. However, written communication can lack immediate feedback and emotional cues. 

Scope of written communication

The scope of written communication is extensive, including various forms and purposes across many different fields. In the business context, written communication plays a crucial role in internal and external communication, including emails, proposals, and presentations.

 In personal and social contexts, written communication is used for expressing emotions, sharing ideas, and building relationships through letters, and social media posts. Overall the scope of written communication is constantly evolving with the development of new technologies and mediums, making it an essential skill for effective communication. 

What are the objectives of written communication?

Written communication is a critical tool for effectively conveying messages and achieving desired outcomes. Whether it’s for conveying information, persuading readers,  or building relationships, the objectives of written communication are diverse. In this section, we will explore some common objectives of written communication that can help you communicate more effectively.

1/ Conveying information: The primary objective of written communication is to convey information or ideas clearly and effectively. This includes sharing facts, instructions, data, reports, or any other relevant details that need to be communicated effectively.

2/ Record-Keeping: A crucial objective of written communication is to maintain a permanent record of information or transactions. This can be important for legal or professional purposes, or simply to ensure that important details are not forgotten.

3/ Persuasion: Written communication can be a powerful tool for persuasion, whether in a marketing context or in advocacy work. This objective is common in advertising, marketing, and sales, where the goal is to convince the recipient to take a specific action

4/ Building relationships: Written communication can also be used to build and maintain relationships, whether in a personal or professional context. This can involve expressing gratitude, offering encouragement, or sharing personal insights.

5/ Informing and Educating: Written communication can be used to educate or inform readers about specific topics, whether through informative articles, textbooks, or instructional materials.

6/ Establishing Clarity: Written communication aims to eliminate ambiguity and ensure clarity in conveying messages. This objective involves using precise and well-structured language to avoid misunderstandings or misinterpretations.

Usage of written communication 

The primary usage of written communication in business and professional settings are as follows:

• Advertising and Marketing: Written communication is essential in advertising and marketing, where it is used to promote products, services
• Legal Documentation: Written communication plays a critical role in legal contexts, where it is used for drafting legal documents, such as contracts and agreements. 
• Business Communication: Written communication is extensively utilized for various business purposes. This includes writing emails, business reports, proposals, sales letters , and presentations. 
• Social Media and Online Communication: With the rise of social media and digital platforms, written communication has become essential for online interactions.

What are the features of written communication?

Written communication has several unique features that make it an effective and adaptable method of conveying messages. Understanding the objectives of written communication can help you craft messages that are well-received and achieve your desired outcomes. In the following section, we will explore some common objectives of written communication

1/ Permanence: Written communication is typically a permanent record of the message being conveyed, which means it can be referred back to later for clarification. 

2/ Clarity: One of the primary features of written communication is its ability to convey a message clearly. The writer can take the time to craft their message in a precise and structured manner, avoiding any confusion.

3/ Formality: Written communication is often more formal and structured than verbal communication. It usually follows a particular format or style guide, depending on the context and audience.

4/ Absence of Non-Verbal Cues: Unlike face-to-face or oral communication, written communication lacks the presence of non-verbal cues such as body language, tone of voice, or facial expressions.

5/ Audience-specific: Written communication can be tailored to specific audiences, using language and tone appropriate for the intended reader. 

6/ Flexibility: Written communication can take many forms, including letters, reports, memos, emails, and texts, making it a versatile communication tool.

4 Types of written communication 

Various types of written communication are utilized to facilitate effective communication and ensure smooth operations. Here are some common types of written communication in the workplace:

1/ Emails: Email communication is a fundamental type of written communication in the workplace. It is used for a wide range of purposes, including sending project updates, requesting information, sharing files,  and communicating with colleagues. 

Related Reading: Advantages of emailing at work 

2/ Business Letters: Business letters are professionally written correspondences that are typically sent to external stakeholders, including clients or partners, aiming to maintain formal communication and establish professional relationships. They are used for various purposes, such as making inquiries, submitting proposals, or issuing official communications.

3/ Instant Messaging: In the workplace instant messaging platforms like Slack or Microsoft Teams are frequently utilized for casual and informal written communication .

4/ Reports: Reports are formal documents that present detailed information, analysis, or findings on a specific topic or project. They are commonly used in the workplace to provide updates on project progress.

Form of written communication in the office Demi official letter Office memorandum Telegram Express letters Formal and informal letters Office order FAX

Examples of written communication at the workplace

1/ Newsletters: Newsletters are written publications that are distributed to employees or customers. They are used to share company news, updates on projects or products, and other important information.

2/ Job Descriptions: Job descriptions are written documents that describe the duties and responsibilities of a particular job. 

Template of Job-Description  Job Description – Marketing Manager Reports to: [Manager’s Name] Department: Marketing Job Purpose: The Marketing Manager is responsible for developing and executing marketing strategies to support the company’s goals. This position requires a strong understanding of market trends, consumer behavior, and marketing channels. Key Responsibilities: Develop and execute marketing strategies and campaigns to promote company products or services Conduct market research and analyze consumer behavior to inform marketing strategies Qualifications: Bachelor’s degree in Marketing, Business, or a related field 5+ years of experience in marketing or related field

4/ Policies and Procedures: Policies and procedures are written documents that outline the rules and regulations of an organization. They are used to ensure consistency, communicate expectations, and provide a basis for performance evaluations.

5/ Feedback Forms: Feedback forms are written documents that ask for feedback from employees, customers, or clients. They are used to gather information on the quality of a product or service, customer satisfaction, and employee engagement.

Importance of written communication

Written communication plays a crucial role in conveying information effectively in both personal and professional contexts. It helps to document important details and ensure clarity and accuracy of information. 

In a professional context, written communication is often used for formal correspondence, such as business letters, reports, and proposals. These forms of communication are essential for conducting business, sharing information, and making decisions, and they require a high level of professionalism and attention to detail. 

In personal contexts, written communication can take various forms, such as text messages, social media posts, or emails. Such types of communication help in connecting individuals despite geographical boundaries and differences in time zones.

Process of formal written communication 

Formal written communication typically follows a structured process to ensure accuracy, clarity, and professionalism. Here are the key steps in the process of good formal written communication:

1/ Planning: This involves identifying the purpose and audience of the message, gathering relevant information, and outlining the main points to be addressed in the message.

2/ Drafting: This step involves composing the message by organizing the information gathered during the planning phase into a coherent and logical sequence. The choice of language should be suitable for the intended audience, ensuring a formal and professional tone is maintained.

3/ Reviewing: Once the message has been written, it is crucial to review it for accuracy, clarity, and completeness, which includes checking for mistakes in spelling, grammar, punctuation, and formatting. It is recommended to have another person review the message for a fresh perspective.

4/ Revising: Based on feedback from the review, revisions should be made to the message to ensure that it is concise, clear, and effective in achieving its intended purpose.

5/ Editing: This involves making final adjustments to the message, checking for any remaining errors, and ensuring that it complies with the organization’s style and formatting guidelines.

6/ Proofreading: This is the final step in the process, which involves a careful reading of the message to ensure that it is error-free and ready for distribution.

By following these steps, the process of formal written communication ensures that the message is well-planned, and well-received by its intended audience.

Principles of written communication

The principles of written communication are guidelines that help ensure effective and impactful communication through written means. Here are some key principles:

1/ Clarity: The message should be clear and easy to understand, with a well-organized structure and coherent flow of ideas.

2/ Conciseness: The message should be brief and focused, avoiding unwanted details or repetitive information.

3/ Correctness: The message should have proper grammar, accurate spelling, punctuation, and formatting.

4/ Completeness: The message should be comprehensive, ensuring it includes all essential information related to the topic, including relevant background or context when necessary.

5/ Consideration of Audience: Customize your writing to align with the requirements and expectations of your intended audience, taking into account their knowledge, background, and familiarity with the subject matter.

6/ Courtesy: Maintain a respectful and professional tone in your writing. Use polite and considerate language, and avoid any offensive remarks.

7/ Consistency: Maintain consistency in tone, style, and formatting throughout the document. This contributes to establishing a professional impression.

Extra leanings:  8 Rules of Good Quality written communication in social work practice Provide a clear and focused structure, outlining key ideas in the introduction. Develop a unique and relevant argument to stand out. Support statements with evidence and logical reasoning. Understand and use the language of your audience. Use active voice for stronger statements. Avoid repetition and present points in a logical order. Check punctuation, and spelling, and utilize available tools. Edit your work and seek feedback for improvement. These rules emphasize clarity, evidence-based communication, and effective editing to enhance the quality of written messages. ( Source )

Elements of written communication

The elements of writing work together to create effective written communication. A clear understanding and application of the following elements can help ensure that the message is delivered and received in the intended manner.

• Sender: The sender is the person or entity initiating the communication. They have a specific message or information to convey through written form.
• Message: The message refers to the content or information that the sender intends to convey. It can include facts, ideas, opinions, instructions, or any other relevant information.
• Medium: The medium refers to the channel or platform through which written communication is transmitted. It can be in the form of memos, reports, presentations, or any other written format.
• Audience/Recipient: The audience or recipient is the intended receiver of the written communication. 
• Purpose: The purpose of written communication is the specific goal or objective the sender aims to achieve. It can be to inform, instruct, request, or any other desired outcome.
• Structure and Organization: Written communication should possess a structure that is clear and logically organized. It should follow a logical flow, with ideas presented in a well-organized manner, using headings, paragraphs, bullet points, or other formatting techniques.
• Tone and Style: The tone and style of written communication are influenced by the purpose, audience, and context in which it is used. It should be appropriate and consistent throughout the message.
• Language and Clarity: The choice of language and clarity are crucial elements of written communication. It should use clear, concise, and precise language, avoiding jargon, or unnecessary complexity. 
• Feedback and Response: Written communication allows for feedback and response from the recipient. Encouraging a feedback loop helps to ensure understanding, clarify any questions or concerns, and facilitate effective communication.

What are written communication skills? 

Written communication skills refer to the abilities and competencies required to effectively convey ideas through written form. These skills encompass various aspects. Here is a brief overview of key components of written communication skills:

1/ Clarity: The ability to express ideas and information clearly and concisely, ensuring that the message is easily understood by the intended audience.

2/ Grammar and Language: Expertise in using correct grammar, punctuation, and spelling to ensure accuracy and precision in written communication. 

3/ Vocabulary: A rich and varied vocabulary enables effective communication by selecting the appropriate words to convey meaning accurately, enhance clarity, and engage the reader.

4/ Tone and Style: The ability to adapt the tone and style of writing to suit the audience, purpose, and context.

5/ Adaptability to Formats: Skilled written communicators can adapt their writing style to various formats, such as emails, or essays. 

6/ Editing and Proofreading: Strong written communication skills include the ability to revise, edit, and proofread written work for clarity, grammar, spelling, and punctuation errors. 

7/ Research and Referencing: Proficient written communicators can conduct research, gather relevant information, and appropriately incorporate references to support their claims. 

Purpose of written communication skills 

The purpose of written communication skills is to effectively convey ideas,  through written form. Strong written communication skills enable individuals to express themselves clearly and precisely, ensuring that their intended meaning is accurately conveyed to the reader.

By mastering written communication skills, individuals can create documents, reports, emails, and other written resources that are organized, leading to successful communication.

Importance of grammar, spelling, and punctuation

The importance of grammar, spelling, and punctuation cannot be overstated when it comes to written communication. These elements are essential in conveying clear and precise messages that are easily understood by the reader.

Proper grammar ensures that sentences are structured correctly, with appropriate subject-verb agreement and consistent use of tenses. Correct spelling avoids confusion and misinterpretation of words, while punctuation aids in creating clear and concise sentences that flow logically.

Tips for organizing and structuring written content Start with a clear introduction that outlines the main ideas. Use headings and subheadings to organize content into logical sections. Follow a coherent flow of ideas, transitioning smoothly between paragraphs. Use bullet points or numbered lists for presenting information concisely. Summarize key points in a conclusion or a concluding paragraph. Consider the use of visual aids like charts or diagrams to enhance organization. Use appropriate formatting techniques to enhance readability and clarity.

Difference between verbal and written communication 

Difference between oral and written communication, similarities between written and oral communication .

• Medium: Both involve a specific medium through which communication takes place.
• Written communication utilizes texts, emails, letters, reports, etc.
• Oral communication occurs through face-to-face conversations, phone calls, speeches, etc.
• Language: Both require the use of language as a means of expression.
• Written and oral communication rely on grammar, vocabulary, and syntax to convey messages effectively.
• Purpose: Both serve the purpose of conveying information, ideas, and thoughts.
• Written and oral communication are used to inform, persuade, entertain, educate, or express emotions.
• Context: Both are influenced by the context in which communication occurs.
• Written and oral communication are shaped by the environment, relationships between individuals, and cultural factors.
• Clarity: Both require clear and coherent expression to ensure understanding.
• Both forms of communication necessitate organizing thoughts and ideas in a logical and understandable manner.
• Audience: Both target an audience or recipient(s) for effective communication.
• In written and oral communication, the message is directed toward specific individuals or groups.
• Adaptability: Both can be adapted to suit different communication purposes and styles.
• Written and oral communication can be adjusted to accommodate various contexts, audiences, and communication goals.
• Feedback: Both allow for feedback and response from the recipient(s).
• In both forms, the communicator receives responses, questions, or comments that contribute to the exchange of information.
• Communication Skills: Both require effective communication skills for successful interaction.
• Active listening, clear expression, empathy, and understanding are essential skills for both written and oral communication.
• Structure: Both can benefit from organizing ideas logically and using appropriate formatting.
• Whether in writing or speaking, structuring information enhances clarity, coherence, and overall effectiveness.

To know more check out our detailed article on: What are the similarities and differences between oral and written communication?

Advantages and disadvantages of written communication 

Advantages of written communication:.

1/ Permanent record: Written communication creates a  record of the message, offering a valuable point of reference or potential evidence, especially in legal or business settings.

2/ Clarity and precision: Writing allows the author to choose their words carefully, providing a clear and precise message that is less likely to be misunderstood.

3/ Accessibility: Written communication can be accessed at any time, allowing the recipient to read and review the message at their own pace.

4/ Documentation: Written communication can be used to document policies, procedures, and other important information that can be easily shared and referenced by others.

5/ Professionalism: Written communication is often viewed as more professional than oral communication, particularly in formal contexts such as business or academia.

Disadvantages of Written Communication:

1/ Lack of immediate feedback: Unlike oral communication, written communication lacks receiving instant feedback or real-time clarification. This can lead to misunderstandings or delays in resolving issues.

2/ Lack of personal touch: The effectiveness of conveying emotions or fostering relationships through written communication may be limited due to its lack of personal touch.

3/ Time-consuming: Effective writing of a message requires a certain level of skill and can be time-consuming.

4/ Language barriers: Written communication can be difficult for individuals who are not proficient in the language used, which can limit its effectiveness in a diverse workplace. 

5/ Lack of nonverbal cues: Nonverbal cues, such as tone of voice, facial expressions, and body language, which are present in oral communication, are lacking in written communication.

To know more check out our detailed article on: Strengths and Weaknesses of written communication

What are the advantages of written communication over verbal communication? 

The advantages of written communication over verbal communication include the ability to carefully craft and revise messages for clarity and accuracy. Additionally, written communication also allows for thoughtful reflection and consideration of messages, and is well-suited for conveying complex or technical information. However, it may lack the personal connection and immediate feedback of verbal communication. 

Related Reading : Strengths and Weaknesses of verbal communication

Benefits of face-to-face communication over written communication 

The benefits of face-to-face communication over written communication include the ability to establish a personal connection and receive immediate feedback and responses. In addition, the use of non-verbal cues, such as tone of voice, facial expressions, and body language, allows for greater context and clarity.

What are the barriers to written communication? 

Understanding the barriers can help individuals develop strategies to reduce their impact and enhance the effectiveness of written communication. This may involve clear and concise writing, and utilizing appropriate tools and platforms to enhance communication.

1/Poor grammar and spelling: Intended messages can be distracted and misinterpreted due to poor grammar and spelling.  It can also undermine the credibility and professionalism of the sender.

2/Technical jargon: The use of technical jargon or specialized language can be confusing for recipients who are not familiar with the terminology used, leading to a breakdown in communication.

3/Lack of clarity: Written messages that are unclear or lengthy can be difficult to understand and may result in confusion or misunderstanding.

4/Lack of Non-Verbal Cues: Written communication lacks non-verbal cues, such as tone of voice, facial expressions, and body language, which are important for conveying emotions, intention, and context. 

5/Lack of Clarification: Unlike verbal communication, written communication does not offer immediate opportunities for recipients to seek clarification or ask questions in real time. 

6/Information Overload: Written communication can sometimes overwhelm recipients with excessive or complex information. Lengthy emails, dense reports, or complex language can make it difficult for readers to extract key messages

What are the factors to consider when choosing written communication 

Choosing the right approach and tone is crucial, particularly when dealing with different audiences or situations. In this context, there are several factors to keep in check when drafting written communication. 

These factors range from defining your purpose, knowing your audience, organizing your message, and selecting the appropriate channel. In this way, understanding the factors that influence effective written communication can help you convey your message accurately, build trust and achieve your desired outcomes. The following are the 6 primary factors to consider when choosing written communication : 

• Purpose & Goals: Clearly define the purpose of your communication. Are you conveying information, making a request, persuading, or documenting? To determine the most appropriate form and tone for your written communication, it is helpful to have a clear understanding of your objective.
• Audience: Consider the characteristics of your audience, such as their knowledge, background, language proficiency, and communication preferences.
• Channel Selection: Select the appropriate channel for your written communication. Consider factors such as the urgency of the message, the nature of the content, and the preferences of your audience.
• Tone and Style: Choose a tone and writing style that aligns with the purpose and the intended audience. Consider the formality or informality required, and adapt your language and tone accordingly. 
• Visual Presentation: Pay attention to the visual elements of your written communication. Utilize formatting techniques such as headings, bullet points, and numbered lists to improve readability and understanding.
• Proofreading and Editing: Always review and edit your written communication before sending it. Check for grammar, spelling, and punctuation errors.

Ways to improve written communication 

There are many challenges in crafting well-written messages that accurately convey our intentions. To overcome these hurdles and enhance our written communication skills, it’s crucial to employ various strategies and best practices.

By following a few key principles mentioned below we can significantly improve our written communication and ensure that our messages are well-received and understood. 

1/ Think about Your Audience: Understanding your audience’s needs, interests, and level of expertise is crucial when writing effective communication. 

2/ Choose the Right Words: Selecting the appropriate words and phrases is critical in ensuring that your message is understood and well received. Use simple and direct language, avoid jargon or technical terms, and stay focused on your main message.

 The following actionable framework on improving writing skills by Havard.edu can help you avoid wordy Prepositional Phrases: 

•  In the amount of = for 
• In order to = to 
•  Due to the fact that = because   
• In the event that = if  
• During the time that = when or while

3/ Grammar and Language Skills: Enhance your grammar and language skills by familiarizing yourself with proper grammar rules , punctuation, and sentence structure. Regularly review grammar resources and practice writing to improve your command of the language.

4/ Include Active and Engaging Writing: Employ active writing techniques to make your message more engaging. Use strong verbs, avoid passive voice, and vary sentence structure to maintain reader interest.

5/ Practice Organizing Your Message: A well-organized message makes it easier for the reader to understand your points. Use headings, bullet points, and numbered lists to break down complex ideas into manageable sections.

6/ Edit and Proofread: Make sure to review and edit your writing for errors in grammar, spelling, and punctuation. Ensure that your message flows smoothly, and check for any inconsistencies.

7/ Get Feedback: To ensure that your message is clear and concise, it can be beneficial to ask a colleague or friend for feedback on your writing. This can help you identify areas for improvement.

Frequently Ask Questions

Q1) what are written communication examples .

Ans: Written communication examples include emails, memos, letters, reports, articles, blogs, social media posts, and any other form of communication that relies on written language to convey information or messages.

Q2) Why is written communication easy?

Ans: Written communication is often considered easier because It provides time for careful thought and planning, allows for revision and editing, and eliminates the pressure of immediate response.

Q3) What is effective oral and written communication? 

Ans: Effective oral communication refers to the ability to convey messages, ideas, or information verbally in a clear, engaging, and persuasive manner. Effective written communication, on the other hand, involves conveying messages through written words in a clear, concise, and organized manner, considering the needs and understanding of the intended audience.

Related Reading: What are the advantage and limitation of oral communication explain with examples

Q4) What is verbal communication? 

Ans: The exchange of information, ideas, or messages through spoken words is referred to as verbal communication . It involves using language, tone of voice, and vocal cues to convey meaning and interact with others.

Q5) What is non-verbal communication? 

Ans: Non-verbal communication refers to the transmission of messages or information without the use of words. It includes facial expressions, gestures, body language, eye contact, and other non-verbal cues that convey meaning, emotions, and attitudes.

Q6) What is visual communication? 

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