Business Writing Tips

Over the years, I have developed a reputation as a good business writer, but I didn't achieve that on my own.  Having a mother who was an English teacher was a big help, but an even bigger help was a coworker named Bo.  This gentleman showed me how to take a business proposal apart, learn how the gears work, and reassemble the component parts into something greater.  He also taught me the business importance of a $ 1000.00 dollar suit, Italian loafers, and a diamond ring, but that's a different story.

A few years ago, I was asked to mentor some very bright and very capable coworkers.  While our year long conversations were packed with a great many things, I was asked several times if I could help them write better, since it seems to be a skill that is not being taught in our schools the way it used to be.  So, from my mother, from my friend, Bo and with a little bit extra tossed in on my part ... here is my simple list of 13 steps to help you write better business proposals and communications.

1. What are you writing? Different documents require different approaches. Learn what each of these document types are.  For example, a White Paper or Position Paper may not need many (or any) footnotes, while a Research Paper or Case Study may need many specified references.  Form follows function.  Get a Harbrace Handbook or the APA Style Manual.  Use it.

2. In developing content, what are your resources? Start with yourself: What do you know about the topic? Expand your search for resources from your co-workers, your reference libraries and/or files, the internet (from reliable sources); actual brick and mortar libraries, and other sources such as Amazon, Abe, and Alibris.

3. If there is a template, use it. Templates were designed to help you … don’t be afraid to use them!  Even if you choose not to use a template, fill it out anyway.  Try to understand what structure and approach is being called for, and why.  Then and only then can you consider deviating ... and you'll still probably be wrong for doing so.  As the British say, "Softly, softly, catchee monkey."

4. “Answer the Mail”. If the document is a reply of any kind, start with the understanding that you MUST address each point raised in the initial query. You don’t get to pick and choose which you are going to answer.  You answer them all. This tip holds true when writing policy, procedure and compliance documents as well.

5. Critical Question: What else do you want to tell the audience? If answering the questions was sufficient to your level of effort ... recognize that you are going to lose the solicitation for which you are proposing.  Instead, propose a vision of a better future, a better service, "if only". What does this "if only" information consist of?  Are you the only one that will propose a differentiator?  Will it be a minor differentiator which might be proposed by the top 10% of respondents?  Or will it be a major differentiator that may be proposed by the top2% or less of respondants.  Be creative, look into your crystal ball, but have a solid ... deliverable ... basis for everything you propose.

6. Now take both the “Answer the Mail” points and the “What else do you want to tell them” points and outline your document. As you do so, be aware that some points will be Prime, and others will be supporting. Arrange the points in a manner that tells the most compelling story, yet which is 100% factually true. Understand the demographics of your audience, and write to that demographic. Use common language, no need to use $ 5.00 words.

7. Break out, or outline again, each point or sub-point you previously placed in your outline.

8. Do it again … Break out, or outline again, each sub-sub-point you previously placed in your outline.

9. Do it again and again … Break out, or outline again, each sub-sub-sub-point you previously placed in your outline. Keep going with this recursive process until the document essentially writes itself.

10. Write your transitions or segues (between sentences, paragraphs, Prime points, etc.) Focus on the ideas you want to communicate to your audience.  Make your document lead the reader in the direction you want them to go.  But never mislead your audience either.  If you do this right, they will "follow" you.

11. Now, and only now, … add figures, illustrations, charts, and graphs to enhance understanding and aid in the reader’s comprehension.

12. This is now the first draft. Get a friend, family member, or co-worker (as appropriate) to proofread your document, let them ask questions as they read (write down what seems confusing, so that you may fix it later). Ask them questions after they have completed their proofread. Did they understand each of your points? Was it clear? Did you use common or appropriate language? Go fix it.

13. When you have gotten the document to the best format you possibly can, … start improving it yet again for your second draft … this is a spiral development effort … circling and refining until you achieve synchrony between your objectives and your document.

Oh yes, keep it as short as possible and also remember to check the spelling.