How can you ensure everyone is on the same page with written communication?

1 Know your purpose

Before you start writing, ask yourself what you want to achieve with your message. Do you want to inform, persuade, instruct, or request something? Depending on your purpose, you will need to adjust your tone, style, and structure. For example, if you want to inform your team about a new policy, you will need to be clear, concise, and factual. If you want to persuade your boss to approve a project, you will need to be persuasive, logical, and respectful.

2 Know your audience

Another important factor to consider is who you are writing to. Different audiences have different needs, expectations, and preferences. For example, your team members may appreciate a friendly and informal tone, while your clients may expect a more formal and professional one. You also need to consider the level of knowledge and interest of your audience. For example, if you are writing to a technical expert, you can use more jargon and details, while if you are writing to a general audience, you need to simplify and explain your terms.

4 Follow the best practices

No matter the purpose, audience, or channel, there are some general best practices to help you write better. Clear and simple language should be used, avoiding any unnecessary words, jargon, or acronyms. If they must be used, explain them the first time. Grammar, spelling, and punctuation should all be correct and proofread before sending. The structure should be logical and consistent with paragraphs, headings, subheadings, transitions, and connectors linking sentences and paragraphs. Bullet points and lists should be used to highlight key points. A polite and respectful tone should be used with words like please, thank you, and sorry. The subject line or title should be clear and catchy summarizing the main message while capturing the attention of your audience. Vague or misleading subject lines or titles should be avoided.

5 Get feedback

Finally, one of the best ways to improve your written communication is to get feedback from others. Feedback can help you identify your strengths and weaknesses, as well as any gaps or errors in your message. You can ask for feedback from your colleagues, peers, or mentors. You can also use online tools or platforms to get feedback from experts or other writers. When you get feedback, be open-minded and constructive. Thank them for their input and use it to improve your writing.