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I never personally wanted, and then got, anything that didn’t require on my part some sort of  communication skills, and experience makes me think that businesses work pretty much like people: different personalities and different strengths and weaknesses. So even if you are in the manufacturing business, communication skills are a big part of your business. You might want to disagree with the argument that communication is a small part of you business because you base your profits on a quality product(s) and good customer service.
However, when you consider that one of the top complaints of consumers about customer service is lack of response (communication) from the customer service department,
and one of the top complaints on products (one that has been responsible for many large settlement lawsuits) is inadequate documentation, then you can begin to see that communication is an integral part of your business. Your bottom line is also affected by how well internal communications work among departments, between supervisors and staff, among co-workers, between the marketing department and the target market, and between account executives and clients. No matter what business you are in, good communication is fundamental to your company.
So here's a few tips on written communications. In business most writing has one of two purposes to inform or to persuade. So, it is essential that your employees understand the purpose of their emails, sales letters, documentations, etc. before they start in order to you communicate clearly.
The writer can clarify purpose by determining statements applicable to what needs to be accomplished similar to the following:
"I want the reader to be aware of . . ." Informative
"I want the reader to be motivated to . . ." Persuasive
"I want the reader to understand . . ." Informative
"I want the reader to want to . . ." Persuasive
Because we are human, even on the job, we experience emotions such as anger or feelings such as low self-esteem. However, turning your business correspondence into a therapy session, a soapbox, or an ego trip will serve no one. Sarcasm, condescension, or non-motivating phrases have no place in business writing. Doing business with someone else often requires congeniality.
Strive for a tone that is polite, attentive, and natural. If you are unsure about your tone, read your writing aloud to yourself.
The following phrases and sentences typically are perceived as negatives:
you claim you were/are misinformed
you failed you allege
you neglected I demand
I insist I can't allow
I cannot believe your problem is
what is your problem you people
And remember, everything needs a beginning, a middle, and an end. Regardless of the complexity of your subject matter, a well organized and clearly worded document makes comprehension easier. Poorly organized documents can muddle even the simplest communication.
Start with an introduction that explains or defines the purpose and contents of the document. Determine what you want to say; then, state it clearly in the first paragraph.
Examples:
1. Based on our performance, networking contacts, and financial considerations, our attendance at the conference was a tremendous success.
2. I need information regarding the new product.
3. Your request for a salary increase was considered by the executive committee last week, and our decision to decline your request at this time was based on three criteria: market conditions, length of service, and individual accomplishment.
When answering a request, give your reader the answer in the first paragraph. Then, explain why you have given the answer you have. Use examples if needed.
Think about yourself as the customer, co-worker, supervisor, in other words the reader and then communicate as if you were the one receiving the communication. All other things being equal, high communication skills throughout your company can give you a good share of your target market and reduce overhead through more efficient employees.
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