By Marilyn Helms
May 05, 2008 01:17 pm
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Writing in the world of work usually comes in response to a request for information or a directive to inform others. The purpose of writing for work generally is to brief others about a problem or situation and possibly to propose solutions.
If you have an idea that you can only explain verbally, you are limited to influencing only those you speak to. However, a one-page memo, circulated throughout the organization, can become part of a process leading to the improvement and implementation of your good idea.
Effective written communication requires the use of editing and proofreading, word processing and the electronic transfer of information. Editing and proofing enable you to communicate through error-free and grammatically correct writing so it is important to reserve the time it takes to edit and proofread. This means finishing what you consider to be a final draft well in advance to carefully edit and proof it.
It is important to learn some of the basic symbols of editing, which can be found in most good dictionaries under “proofreading” or “proofreader’s marks.” When your boss asks you to edit and proof something she has written you can look professional by using symbols that are well-known. A misspelling, which would cost you several points on your paper in a Dalton State College course, could spell doom in the workplace. As long as you excel in other areas, superiors consider editing and proofing a direct path to higher-level positions.
Your ability to use word processing software effortlessly and effectively will impress your supervisors, especially those who may not have kept up with the latest shortcuts and techniques. Know some of the hidden treasures offered by your word processing software. For example, your boss has sent you a business proposal as a Microsoft Word document to review and make necessary suggestions or changes. Open the document on your computer and click TRK at the very bottom of your open window.
When you make a change or correction on the document, Word makes the change in a red, underlined font. When you return the document to your boss, she can see both the original version of the proposal and your suggested changes. This shortens the editing and proofing process. Like any skill development, your best bet for learning word processing and effective writing is practice. Also know now how to send information electronically, be familiar with the use of e-mail and the features in Microsoft Outlook or Outlook Express.
These are standard in most organizations. You likely will be asked to set up Web sites that can be used as collective filing cabinets or to use a document-sharing system within your company. You will find yourself at a disadvantage with other new hires if you cannot perform these tasks.
A Dalton State College Web design course in which you learn the use of FrontPage or similar Web site software could be extremely valuable. E-mail continues to be more crucial to the business world than ever. E-mail moves at the speed of business — fast. E-mails should be carefully proofed and edited before you send them. Also consider a computer course or a writing class that forces you to write as well as learn necessary word processing and editing skills.
Marilyn Helms is a business professor at Dalton State College.
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