The rules of written communication

● Construct the content of the document in a logical order
Before starting to write the document, make a rough list of the issues or topics of interest, writing down all the points that might be included without worrying about the structure. Once the possible content is comprehensive, highlight the important issues and group associated points together.
Concentrate on explanation of the most important issues first and if they lead on to other issues or are linked to them, organize them consecutively adding supporting detail as necessary.

Written communication

As well as creating a record of exchanges, communicating ideas in writing formalises a view of issues which others can study at their leisure. The writer’s aim should be to create a record of information as it arises, confirming questions, answers and statements, establishing reference points about the course of action being taken or which could or should be taken as work proceeds.

Communication influence

To be successful, communication must be understood by recipients. Simply passing information from one point to another may not be sufficient if the form, style and content are not appropriate in the circumstances to convey the necessary meaning. Poor communication may be of little value, counterproductive, misleading, confusing, negligent or even dangerous.
The form, content and the relative importance of communication will depend on its purpose at the time. For example, informal discussions between the consultants exploring possibilities permits flexibility as design work develops, but confirmation of specific data such as required floor loadings must be formally agreed and circulated as the basis for further detailed design work in order to avoid wasted effort in the event of subsequent misunderstanding.

An understood and agreed strategy of communication

Building design and construction are activities which involve presentation and manipulation of information and ideas as the processes move forward, usually referred to as ‘progress’.
Individuals and groups frequently need to exchange information, ask each other questions, provide answers, make suggestions or proposals, persuade each other to adopt courses of action, confirm requirements and issue instructions. 

Building design as a collective approach to developing and managing information.

Professionalism described in the previous posts relies on forming successful working relationships, a two-way process of communication between people, building up confidence in each others ability to understand what is happening. Building design and later construction are not abstract processes undertaken in individual isolation. They are both reliant on a collective approach to developing and managing information. At various times throughout the lifespan of the project, ideas are discussed informally or presented formally for consideration. Documents are issued to interested parties recording outcome for guidance or future reference. Some are routine, may be of limited significance, but others are important, marking key points along the way as the new building materializes, firstly on paper and then on the ground.