The Importance of Good Communication

The term communication comes from the Latin term, communicare, meaning to share, to have in common. A closely related Latin word, communio (communion, in English), indicates fellowship or having alike. Therefore, from ancient times, communication and related terms including commune, communion, and communicant have been used to signify sharing, partaking, exchanging, and holding in common. Most Houston Spanish Translation workers define professional communication as the flow of valuable information – communications that serve your readers’ requirements, which help allow your precise meaning to be obvious, which allow readers to exchange information with you.

These days, this unique requirement to share or have in common has achieved enormous proportions in the business community. In 1983, for example, the a Washington D.C. translation services firm estimated that United States businesses generated 600 million pages of computer output, 235 million photocopies, and 76 million letters – every working day. Add that volume to the estimated 76 trillion pages on file, and you begin to see the scope of business communications in the 1980s.

Communication is necessary for all professional establishments. On the outside, an organization cannot exist if it does not communicate successfully and efficiently. Philadelphia French translation companies have found that consumers will go somewhere else if they are unable to get their orders filled accurately and promptly, or if they have to squander valuable time attempting to interpret messages.

From within, an organization will self destruct if its personnel are given confusing memos, reports, instructions, or other messages. A misinterpreted memo can create costly delays; a poorly written report can lead to someone’s wrong decision; confusing instructions can cause injury, the destruction of expensive equipment or products, or the loss of an important account.

Composing Directives and Instructions

Directives are memorandums that inform workers how to react in a certain situation. Instructions, used to explain to individuals outside and inside a business how something must be completed, might take the form of memorandums, emails, or even pamphlets. According to Houston Translation services workers, directives and instructions are regarded as routine messages since the intended audience is thought to be inclined to conform.

For most Chicago Japanese Translation workers, the aim in composing directives and instructions is to be so clear and the actions so easily defined that the audience won’t need any extra support. Internal directives and instructions are particularly critical: poorly composed directives and error plagued instructions lead to waste and inefficiency. The example directive that is provided below describes precisely what workers need to do:

Make sure you forward your employee vacation dates for December and January, no later than December 1, 2013.

The last day for turning in your vacation schedules has been moved back by 3 weeks, as a result of our new human resource management scheduling system. The new due date will provide your line staff a longer period to establish their holiday plans.

Please complete the electronic form located on the intranet site that was recently shortened, for documenting and submitting December and January vacation schedules.

Observe that the sample directive is short and to the point. Long messages are unneeded due to the fact that the audience is anticipated to easily continue on a well-established procedure. Nevertheless, it addresses all of the important points by addressing these questions:

Who? What? When? Where? Why? How?
Instructions need to answer the same questions, but as Milwaukee translators claim, they differ from directives in the amount of explanation they provide. For example, Zoe Cousin might write a simple three-sentence directive to employees to tell them of a change in the policies regarding employee scholarships; however, a detailed set of instructions would be more appropriate when explaining the procedure for applying for a scholarship. The key with instructions is to take nothing for granted.

Assuming that readers know nothing about the process you’re describing is better than risking confusion and possible harm by overlooking some basic information.