6.3 Common Genres in the Workplace
Melissa Ashman
Learning Objectives
- Identify common workplace genres and understand their strengths and weaknesses.
Genres are specific patterns of messages that help to accomplish a particular task. Choosing the right genre to achieve your purpose will help you communicate successfully.
Your choice of genre of communication should follow from your purpose, your audience, the information you wish to convey, and your choice of mode and medium of communication.
Writing is an important mode of communication in the workplace, and mastering written genres is an important part of professional communication. Common genres include correspondence genres (email, letters, memos and text messages), reports, and presentations.
When is it appropriate to send an instant or text message versus a conventional e-mail or fax? What is the difference between a letter and a memo? Between a report and a proposal? Writing itself is the communication medium, but each genre has its own strengths, weaknesses, and understood expectations that are summarized in Table 6.3.1.
Table 6.3.1 Written genres
| Genre | Strengths | Weaknesses | Expectations | When to choose |
| Instant message or text message | Very fast
Good for rapid exchanges of small amounts of information Inexpensive |
Informal
Not suitable for large amounts of information Abbreviations lead to misunderstandings |
Quick response | Informal use among peers at similar levels within an organization
You need a fast, inexpensive connection with a colleague over a small issue and a limited amount of information |
| Genre | Strengths | Weaknesses | Expectations | When to choose |
| Fast
Good for relatively fast exchanges of information “Subject” line allows the compilation of many messages on one subject or project Easy to distribute to multiple recipients Inexpensive |
May hit “send” prematurely
May be overlooked or deleted without being read “Reply to all” error “Forward” error Large attachments may cause the e-mail to be caught in the recipient’s spam filter |
Normally a response is expected within 24 hours, although norms vary by situation and organizational culture | You need to communicate, but time is not the most important consideration
You need to send attachments (provided their file size is not too big) |
|
| Genre | Strengths | Weaknesses | Expectations | When to choose |
| Fax | Fast
Provides documentation |
Receiving issues (e.g., the receiving machine may be out of paper or toner)
Long-distance telephone charges apply Transitional telephone-based technology losing popularity to online information exchange |
Normally, a long (multiple-page) fax is not expected | You want to send a document whose format must remain intact as presented, such as a medical prescription or a signed work order
Allows use of letterhead to represent your company |
| Genre | Strengths | Weaknesses | Expectations | When to choose |
| Memo | Official but less formal than a letter
Clearly shows who sent it, when, and to whom |
Memos sent through e-mails can get deleted without review
Attachments can get removed by spam filters |
Normally used internally in an organization to communicate directives from management on policy and procedure, or documentation | You need to communicate a general message within your organization |
| Genre | Strengths | Weaknesses | Expectations | When to choose |
| Letter | Formal
Letterhead represents your company and adds credibility |
May get filed or thrown away unread
Cost and time involved in printing, stuffing, sealing, affixing postage, and travel through the postal system |
Specific formats associated with specific purposes | You need to inform, persuade, deliver bad news or negative message, and document the communication |
| Genre | Strengths | Weaknesses | Expectations | When to choose |
| Report | Can require significant time for preparation and production | Requires extensive research and documentation | Specific formats for specific purposes | You need to document the relationship(s) between large amounts of data to inform an internal or external audience |
| Genre | Strengths | Weaknesses | Expectations | When to choose |
| Proposal | Can require significant time for preparation and production | Requires extensive research and documentation | Specific formats for specific purposes | You need to persuade an audience with complex arguments and data |
Choosing the correct channel and genre for a message can save you many headaches and increase the likelihood that your writing will be read, understood, and acted upon in the manner you intended.
In terms of writing preparation, you should review any electronic communication before you send it. Spelling and grammatical errors will negatively impact your credibility. With written documents, we often take time and care to get it right the first time, but the speed of instant messaging, text messaging, or emailing often deletes this important review cycle of written works. Just because the document you prepare in a text message is only one sentence long doesn’t mean it can’t be misunderstood or expose you to liability. Take time when preparing your written messages, regardless of their intended presentation, and review your work before you click “send.”
Key Takeaways
- Understanding how and when particular genres are used in your workplace will help you to communicate more successfully.
Attribution
This chapter is an adaptation of Chapter 5.2 “Think, then write: Writing preparation” in Business Communication for Success and is used under a CC-BY-NC-SA 4.0 International license.
