Steve Hart, NZ Herald
The proliferation of texting and the widespread incidence
of poor written communication skills are holding back job-seekers who, when
it comes to making applications, are just plain slack, says Frog Recruitment
director Jane Kennelly.
She considers there is a "general casualisation" to written job
applications that includes people using text and abbreviated language when
they contact companies through the internet.
"Our clients - some of our candidates' potential future employers - say
it is a turn-off when they read poorly written letters and emails," Kennelly
says. "Many applicants don't get past the first stage because they can't
construct a simple letter in an appropriate way.
"There has been a general slackening in this area. Even those with university
degrees fall into the trap of writing in a casual or familiar style when they
should be writing in a more businesslike way. They need to understand what is
appropriate and what is not.
"Some people's email addresses are also inappropriate: sexysusie, for example,
is not going to get anywhere as a job application. Applicants are judged from
the second their email or letter arrives."
Kennelly says that some companies, such as banks, are having to run their own
literacy tests to ensure that potential recruits can meet the required standard
for business writing.
Added to the casual approach to job application letters is the general level
of literacy. The Ministry of Education estimates that nearly 100,000 people
employed in New Zealand have poor literacy.
Problems can occur when employees do not understand written instructions -
to use machinery, for example - and when staff send clients letters and emails
containing spelling and grammatical mistakes.
Kathy Williams, national manager of the Work Choice Trust, which helps students
prepare for and choose careers, says some 16-year-olds she has met can't even
complete a simple form without making spelling mistakes or confusing words
such as "there with their" and "hare with hair".
"When I read some of the forms these teenagers completed at the end of their
workplace tour I was absolutely shocked - the basics aren't there.
"We see incidences where people can't spell 'college'. These problems are
not just from those who have English as a second language. Many just do not know
how to spell.
"Computers that have spell-checkers help, but texting on mobile phones may
be contributing to the problem. Children just don't write as much as they used
to. And once they are in the workplace, how can people such as this - who can't
read or write effectively - make the next step up the career ladder?"
Kim Smith, of Robert Half Finance & Accounting, says that as people advance
in their career they are more likely to be required to write more often and
even more persuasively.
"You may be asked to draft a proposal for your department's next major initiative,
or detail findings for your company's CEO. In today's market, to be competitive
in the workplace means being able to communicate your thoughts and ideas well
on paper."
A study by the firm shows that weak communication was the most common fault
of graduates. Almost half the employers who responded (46 per cent) said that
good communication, both written and verbal, was the most important skill for
a starter to get a job in their companies.
"Writing may never become completely effortless," Smith says. "But
if you become proficient with basic grammar guidelines and seek opportunities
to sharpen your skills, it does become easier and more enjoyable."
Jane Kennelly says that even though it is a tight labour market, those who
present themselves in a professional manner will have the edge in interview
selection.
How to get it right
- If you don't have confidence in your ability to use the correct punctuation or to choose the right words, take some time to brush up on the basics. Buy a grammar and usage book and refer to it often.
- Keep the best resources within reach. In addition to a grammar book, have a dictionary, style guide and thesaurus on your desk.
- Ask a writing expert for guidance on how to enhance your skills.
- Don't write in a vacuum - proof and proof again. Find one or two co-workers who are proficient writers to review your documents. Hone your skills is by learning from others' constructive criticism.
- Take a business-writing course. Ask your human resources department if your company provides tuition reimbursement.
- When you take a writing course, offer to share your knowledge with others. They will appreciate the information and look to you as a valuable resource.
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