1. Write the way you speak
Take a look at your letters and memos. Do
they sound like you or someone else?
Effective business communications
don't need to be
formal and stuffy to communicate effectively. Most readers understand what
you're saying more easily when you use a normal, conversational tone.
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2. Take a positive approach
When
readers are confronted by a
negative message, they become blocked on an emotional level and often cannot fully absorb
the entire message. So no matter what the message even if it isn't what the reader was
hoping to receive deliver the message using a positive tone and a positive approach.
3. What's the Benefit
If you really want to reach your readers,
tell them how they will benefit from the message you're communicating. Tell them what
they stand to gain.
4. Write at the correct level
So you have a masters in psychology.
Big deal! Most of your readers won't. And you wont impress them with big words.
You'll only confuse them.
A business communication is written to communicate. To do that
effectively, your
readers must understand the message you're sending, so be sure to use
words your readers will understand.
5. Never send communications when you're angry
It's okay to be angry. But communications written when you are still angry tend to be
accusatory or condemning in tone.
Little things can slip into your writing that you
wouldn't normally allow, putting up walls between you and your reader or fostering ill
will.
In business, its never wise to totally burn your bridges. So wait until you calm
down before you send off that message and then choose your words carefully.
6. Anticipate questions
As you are writing a communication,
try to anticipate what questions, if any, your
reader will have. Then answer them right away. Your reader will benefit from being
informed up-front and you'll save on additional correspondence or communications to
answer those questions later.
7. Remove Acronyms and Jargon
Common acronyms, words, and phrases within your specific industry may seem like
everyday language to you. But what about your readers? If you're writing to a colleague
in the same field, it may be acceptable to use industry jargon. But if
you're writing to
someone and you're not certain what their level of understanding is, spell it out in
clear terms everyone can understand.
8. Longer is Not Necessarily Better
If you can say what you want to say in three paragraphs, why write five? Extra text
doesn't necessarily enhance the message. Sometimes it just buries it and bores the
reader.
Tighten up your text. Make each word count. Every sentence should convey something
meaningful.
9. Patience
If you can wait an extra day before sending the communication, take
advantage of that extra time.
10. Final Proof
Write the communication one day, get a good nights sleep, and then
proof it a final time in the morning when you are refreshed and ready to
start a new day.
Frequently, you will
find small or subtle errors you might otherwise have missed when
you were caught up in drafting your message.
If you have difficulty writing effective
business communications, writing at your readers level, or with spelling, grammar, or
punctuation any aspect of the written communication process take a class to enhance
your skills and/or enlist a good secretary or a trusted colleague to proof your
communications before you send them.
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Writing effective business communications
is a skill. It is a skill that can to some degree be learned and developed.
Practice,
practice, practice, and develop your written business communications skills today.
Effective business writing is a transferable skill you can use in any and every
profession.
Tina L. Miller has been published in Corporate & Incentive Travel and the Milwaukee
Business Journal.
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