<p>Does an obsession with formality bog down the internal communication process in your workplace? Some memo-writers are afflicted with a condition known as "excessive verbiage syndrome." They insist on utilizing prodigious terminology and phrasing, and they also show an inclination to repeat themselves and make the same point twice, as opposed to utilizing an approach to communication that is absent of confusing sentences like this one. (Crystal clear, ain't it?) Other memos, especially ones that relate to policies, often sound like they're written by an attorney -- probably because in most cases, they are.</p>
<p>You'll score a minor victory for informality if you edit your own internal writing. Write like you talk. Be crisp, clear, and conversational. If writing isn't your thing, hand the job to someone else. And if it's already someone''s job, encourage them to ease up on the formality. It may even be worthwhile to have memos and letters "test read" by someone who''s known for their directness. If they have trouble figuring out what the note says, it's time to start rewriting.</p>
<p>There also may be too much formality in how the information is presented. Are memos printed on official company letterhead, complete with the full name and title of the sender -- even when it's just another memo du jour from someone everyone knows? If so, lighten up. Save the letterhead for contacts with external customers. In fact, if employees have e-mail, skip the hard copy entirely and reach them electronically. (This will even give them the chance to respond. You do want a response, don't you?)</p>
<p>Last but not least, if you have the chance to skip written communications entirely and meet with people face to face, do it. You may still want to have a handout, but there's no substitute for the personal touch when you're conveying an important message.</p>
<p>Excerpted from "22 Keys to Creating a Meaningful Workplace" Copyright © 2002 by Tom Terez. All rights reserved. <a target="new" href="http://BetterWorkplaceNow.com/resources/">BetterWorkplaceNow.com/resources</a>.</p>
<p><!--Tom Terez--></p>
