Overcome the challenge of business writing
Overcome the challenge of business writingWriting is easy: All you do is sit staring at a blank sheet of paper until drops of blood form on your forehead. ‘Gene Fowler
Many people find writing a challenge, whether they are writing a letter, report or internal memo. How to start, how much detail to include, what structure to follow, how to conclude, how to hold the attention of the reader are all concerns of the business writer that can be dealt with using some easy to follow guidelines.
The purpose of your communication
Have a clear idea of what you want to achieve by writing the document. Do you want the reader to accept your suggestions, or do you want to provide the reader with a more in-depth understanding of an issue, or do you want the reader to follow your instructions? You need to be very clear about the purpose of your communication, otherwise the document will sound too weak.
Your purpose will determine the format, structure and word choice. Formats vary, from informal emails and memos to more business letters, reports, recommendations, and proposals.
Assess your reader
Who is going to see what you have written? Perhaps it’s a client, or a colleague or a supplier? Write with that reader in mind. What does the reader need to know, what is she interested in, what does your reader value? How much does the reader already know about the topic? With every sentence the reader is subconsciously asking herself the question “What’s in for me.” If there is “nothing in it for her” she will stop reading the document.
Evaluate your reader’s perception regarding your message. If it’s positive reinforce that attitude by stating the benefits of your message. If on the other hand you know they feel negatively about it, then try one of the following techniques:
- Limit your request to the easiest one for them
- Answer anticipated objections in your document
- Start off with points you believe they will agree with
It’s important to know who else might read the document and influence the outcome. Will your reader circulate the document t others, will he take it to someone for approval? So remember there are more people who may see your document, not just the person you are addressing it to. Write with them in mind, they can influence the response to your letter.
Is writing the best way of achieving your purpose?
Once you know what you want to achieve, you may find that writing is not the best way to achieve it. for example if you want someone to accept your suggestion and you know that they will have a lot of objections, a face to face meeting will be far more effective, so you can deal with all the concerns then and there.
Also some sensitive issues cannot be effectively dealt with in writing, where you cannot manage and influence the reaction of the reader. Such issues are often best dealt with face to face.
Collect information
Collect all the information you need. You may have all the information at your fingertips or you may need to involve colleagues, and do some research. Whatever the case, take notes of all the information you are collecting.
A highly effective way of note taking is to use mind mapping. This is a technique that allows you to structure the data you are putting together and can offer you insight and clarity on the topic.
Organise your information
Once you have collected enough information to communicate your message and keep the reader interested it’s time, to create a structure. In your introduction it is important to grab the reader’s attention. Also explain the purpose of your document and give a general overview of what is to follow.
Depending on the format you may have one or more paragraphs in the main body. For clarity’s sake make sure that each paragraph does not deal with more than one point. Each paragraph should begin with a generalisation and every sentence in the paragraph should support the generalisation.
Regarding the conclusion, if the document is a long one, you need to restate your main ideas, and recommendations. Another way to end the document is with an “action step” where appropriate eg. “I will call you next Monday to discuss this further”.
Mind your language
Focusing on the contents and structure, it is easy to overlook, grammatical and spelling errors. Let the spelling and grammar checkers help you there. However that is not enough, as they will not pick up all errors. Proof read your document carefully yourself, and for important communication also ask someone else to proof read it too.
Be kind to your reader by keeping the language as simple as possible. Avoid using jargon and abbreviations that may be misinterpreted or not understood.
Layout
Create a layout that is easy on the eye. Use bullet points where appropriate, subheadings and a serif font that is easier to read.