Tips For Effective Business Writing
Todd Herman
Owner, Todd Herman & Associates. Since 1989, Todd Herman Associates has helped our clients in the areas of Information Systems, Process Improvement, and Business Analytics.
Do you dread writing an important memo or report for work? If so, the tips in this article will probably help you.
Writing has always been part of my life. Whether by my mother who taught middle school English, or by my teachers and professors in English and other writing-heavy classes, good writing techniques were drilled into me.
After graduating from Wake Forest, writing did not stop! At Arthur Andersen & Co. (AA&Co.), good writing mattered when it came to documenting controls built into client processes, preparing the notes to the audited financial statements, or creating a presentation to a client. I even learned about technical writing?– that is, creating documentation for computer software – when I was working in AA&Co.'s audit technology research and development group.
After I started my own practice, my writing became even MORE important!
Bottom Line – I've had a lot of writing experience, using a variety of formats and targeting different types of readers.?Let me share a few things I've learned about effective business writing.
Common Business Writing Examples
Here are several types of documents I routinely prepare:
Tips to Improve Your Business Writing
Here are my "go to" techniques for better business writing:
At Arthur Andersen & Co. (AA&Co.), good writing mattered when it came to documenting controls built into client processes, preparing the notes to the audited financial statements, or creating a presentation to a client.
????????Passive – "Bill's back deck was refinished by him."
????????Active – "Bill refinished his back deck."
Cover – Place the client's logo and name prominently, state the project's name, indicate the date of the report, and place your logo less prominently than the client's.
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Table of Contents – Provide an outline of the report's contents, preferably with page numbers.
Executive Summary – Describe the project's background and methodology, then explain your findings and recommendations in no more than 5 or so pages using outlines, numbered lists, and bullet points. Refer to specific exhibits for supporting detail. Leave at least a 2" margin on the right side for the reader to take notes.
Exhibits – Make important diagrams, flowcharts, project plans and timelines, tables of information, charts, detailed examples, and detailed calculations into individual exhibits. Each exhibit should have its exhibit number in a color-coded square, and should include its page number with respect to the entire document (for example, "Page 32 of 44").
Before
Charles Jones will assume duties as Director of the new Office Products Division, leaving his present post of Manager of Typewriter and Office Equipment Supplies. Janice Moreland will move from Vice President for Research to Vice President for Operations. Jack Spotter will be the new head of the Research Department, moving from his position as Assistant Vice President for Operations. Maxwell Richardson is leaving his post as Assistant to the President to fill the position of Assistant Vice President of Operations. Marilyn Belt will become Director of the new Home Products Division, which used to have only project status. These changes in department managerial positions will take place on January 5. ??????
After?????????????
Management changes effective January 5.
The following table includes recent management changes.
And the most important tip for better business writing?
As one of my clients likes to remind his staff – the goal is progress, not perfection.
Applying These Techniques
This newsletter, and almost all my newsletters and case studies, apply all the tips listed, except for the last two. Engagements related to selecting a new system typically have long documents requiring good structure, while documenting new standardized processes is a good application of information mapping techniques.
Daphne Gray-Grant, an author and writing coach, recently released an updated version of her book I've used for years and HIGHLY recommend! The updated – and expanded – book is Your Happy First Draft: A Practical and Painless Guide to Obliterating Writer's Block.
Hopefully, the tips, examples, and book recommendation I've provided will help you be a more effective communicator and make writing more enjoyable – or at least less unpleasant.