Writing is a crucial skill for effective business communication, whether you are sending an email, writing a report, or creating a presentation. Writing well can help you convey your message clearly, persuade your audience, and build your credibility. In this article, we will explore how you can use writing to excel in business communication and boost your career.
Before you start writing, you need to have a clear idea of what you want to achieve and who you are writing for. Your purpose and audience will determine the tone, style, and format of your writing. For example, if you are writing a proposal to a potential client, you will want to use a formal and persuasive tone, highlight the benefits of your solution, and follow the appropriate structure. If you are writing a feedback email to a colleague, you will want to use a friendly and constructive tone, provide specific and actionable suggestions, and keep it concise.
Knowing is essential, although not necessary because the tone should always be cordial, friendly, constructive, and concise, when writing in communicating in business. It’s not personal. It’s just recognizing the fact that on the other side of your communication, is a human being.
One of the most important principles of good writing is to use plain language and active voice. Plain language means using simple and familiar words, avoiding jargon and acronyms, and explaining any technical terms. Active voice means using verbs that show who is doing what, rather than passive verbs that hide the subject. For example, instead of writing "The report was submitted by the team", write "The team submitted the report". Plain language and active voice make your writing easier to understand, more engaging, and more confident.
I agree with this. The language you use has to be simple, void of words you wouldn’t use in a verbal communication. Also, the active voice is at the essence of great writing and will make what you say clear.
Another key aspect of good writing is to organize your ideas logically and coherently. You need to have a clear structure that guides your reader through your main points, supports them with evidence, and leads them to your conclusion. A common structure for business writing is the PIE method: Point, Illustration, Explanation. This means that you start each paragraph with a topic sentence that states your point, then provide an illustration such as an example, a statistic, or a quote, and then explain how it relates to your point and your overall message.
Applying the PIE (Point, Illustration, Explanation) technique to Excel involves using different sheets for clarity and organization. Start with a sheet for your main points (Point), then create separate sheets for data or examples (Illustration), followed by sheets that detail the analysis or connection to the main points (Explanation). This structured approach enhances the logical flow and coherence of your Excel workbook, making it an effective tool for business communication and analysis.
Finally, you need to edit and proofread your writing before you send it or publish it. Editing means checking your writing for clarity, coherence, consistency, and accuracy. You may need to revise your sentences, paragraphs, or sections to improve your flow, logic, and tone. Proofreading means checking your writing for grammar, spelling, punctuation, and formatting errors. You may need to use tools such as spell checkers, grammar checkers, or style guides to help you catch and correct any mistakes.
Writing is a powerful tool for business communication, but it requires practice and attention to detail. By following these tips, you can use writing to excel in business communication and enhance your professional image.
Proofreading your writing can help you avoid that perception of sloppiness that might transpire. Whether they do it consciously or not, people tend to recoil and judge when reading a mistake-filled email for example. So, always take the time to reread your writing before hitting the “send” button. Make it a habit!