How can you create a document that meets your manager or client's level of expertise?

1 Know your purpose

Before you start writing, you need to define the purpose of your document. What are you trying to achieve? What message do you want to convey? What action do you want your reader to take? Your purpose will guide your tone, style, and structure of your document. For example, if you are writing a proposal, you need to persuade your client that your solution is the best. If you are writing a report, you need to inform your manager about the progress and results of a project.

2 Know your audience

Next, you need to analyze your audience. Who are they? What do they already know? What do they need to know? How do they prefer to receive information? Your audience will determine the level of detail, language, and format of your document. For example, if you are writing for a technical expert, you can use more jargon and acronyms, but if you are writing for a non-technical person, you need to explain them or avoid them. If you are writing for a busy executive, you need to use bullet points and headings, but if you are writing for a curious researcher, you need to provide more evidence and references.

3 Use plain language

One of the most important skills for an administrative assistant is to use plain language. Plain language is a way of writing that is clear, simple, and easy to understand. It does not mean dumbing down your content or losing your personality. It means choosing words that are familiar, precise, and appropriate for your audience. It also means using short sentences, active voice, and transitions to create a logical flow of ideas. Plain language helps you communicate effectively and avoid confusion and misunderstandings.

4 Use visual aids

Another way to make your document more appealing and accessible is to use visual aids. Visual aids are elements such as images, charts, graphs, tables, or diagrams that support your text and illustrate your points. Visual aids can help you attract attention, simplify complex information, and highlight key messages. However, you need to use them wisely and sparingly. You need to make sure that your visual aids are relevant, accurate, and consistent with your text. You also need to label them, explain them, and cite their sources if needed.

5 Proofread and edit

Finally, you need to proofread and edit your document before you submit it or share it. Proofreading and editing are not the same thing. Proofreading is checking for errors in spelling, grammar, punctuation, and formatting. Editing is improving the clarity, coherence, and consistency of your content. You need to do both to ensure that your document is professional and polished. You can use tools such as spell checkers, grammar checkers, or style guides to help you, but you also need to read your document carefully and critically. You can also ask someone else to review your document and give you feedback.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?