You probably write on the job all the time: proposals to clients, memos to senior executives, a constant flow of emails to colleagues. But how can you ensure that your writing is as clear and effective as possible? You can use the following methods:
- ?? Think before you write: Planning messages can help you ensure that you only include the most relevant information. Understanding which objective you want to achieve can help you draft your message effectively.
- ?? Be concise: Try to be as succinct as possible in both the structure of your documents and the language.
- ?? Understand your audience: Think about why the document matters to your audience. In addition, consider your relationship with the recipients, as that can determine the tone of your message.
- ?? Avoid using jargon: One goal of business writing is to ensure anyone can understand your communications. Therefore, when writing to external recipients, stay mindful of terms they may not be familiar with and avoid them.
- ?? Get to your message quickly: Your recipients most want to know what your message is and why it matters to them. Since they’re often busy at work, they may become disengaged with your communications if they can’t identify the purpose of your writing quickly.
- ?? Be specific in your call to action: Calls to action are often useful in emails or other direct messages. Be as specific as possible to ensure your recipient understands what to do, along with any expectations on how you want the action completed.
- ?? Maintain professionalism: Try to avoid slang or hyperbole so you can better establish your professional credibility.?
- ?? Proofread: Review the message for any grammatical, spelling and other errors. A polished document makes you appear professional and credible to your recipients, ensure that the flow of information makes sense and sounds engaging to the reader.
