Clear business communication is crucial, and while some people enjoy writing, others find it a nightmare, but a few simple steps can make all the difference to your process.
Clear communication is essential to your business, no matter what you do. The need for well-written emails, blog posts and updates with your staff, customers and stakeholders has grown considerably in recent years.
Some people enjoy writing and are naturally good at it. Others find translating their thoughts to paper - or the computer screen - anxiety-inducing.
There are many benefits to improving your communication skills, not least the fact that poor communication can ruin relationships and potentially result in lost sales and a damaged reputation. On the flip side, good communication builds strong and trusted relationships and positions you as an expert in your field.
No matter your experience or writing style, learning how to be a better writer is worth the effort and following a few simple tips can quickly transform your communications.
Make a start
Some people find it difficult to get started with their writing because they're not confident in their abilities or they're preoccupied with perfection. Don't worry about creating something polished; simply get your ideas written down. Often just getting something down helps your words and ideas flow, and you can go back afterwards and edit.
Your first draft doesn't need to be great, but a killer proposal or a well-balanced marketing strategy won't magically write itself. If you know your subject, then jotting down some notes will help you get your thoughts out of your head and onto their way to being something polished.
Keep it simple
The golden rule of good writing is to keep your communications simple. Avoid buzzwords and jargon, and write how you speak. Nothing loses readers or frustrates recipients of your emails more than speaking corporate nonsense. From 'let's take this offline' to 'think outside the box', confusing terms complicate your message. Worse still, a 2022 study of UK office workers found 90% of them thought others used jargon to hide the fact they didn't know what they were talking about.
If you're unsure, read back what you've written and think about whether someone outside of your industry would understand what you are saying.
Less is more, clear is clever
If you can distil what you're trying to say into shorter, more active sentences, it will be easier to read.
Active sentences are clear, direct and easy to understand:
The admin team implemented the new filing system at the start of the month.
John scheduled a meeting for Friday, July 19, at 10:00 a.m.
Clarity is one of the characteristics of effective professional writing, and an active voice contributes towards that.
It's also easier to understand and remember concise messaging rather than lengthy, drawn-out texts.
If you have a lot to say, break up your text. Large blocks of solid text are off-putting and difficult for readers to follow, so pop in some headlines. The goal is to be as clear as possible, so there's no room for misinterpretation.
Always edit
Even the best writing needs editing. Always read back what you have written - are there spelling errors? Does it make sense? Have you repeated yourself?
Spelling and grammatical errors will leave people with the impression you are unprofessional and detract from what you're trying to say, so proofreading is important.
If you're in any doubt, ask someone else to read what you've written or put what you've written aside and come back to it later with fresh eyes.
Want some professional help?
With more than 20 years of experience, I can help with all of your writing needs.
Comentários