If you own or manage a business, it may feel like you are writing all the time - from emails, to tedious business proposals, and even developing organizational policies and manuals. Unless you are a technical writer, some of the required writing can be challenging, which can cause it to be ineffective.
You may be wondering, what can you do to ensure your corporate communications are clear?
Rest before writing - Writing should be done when relaxed but we all know, as a business leader, you wear multiple hats and are constantly pulled in different directions. However, this will not yield the results you are aiming for when you have to write important documents.
Therefore, before writing, take a moment to think about the purpose of what you are writing, your intended audience, and the action you need the reader to take.
Avoid unnecessary words - It may seem logical to try to use impressive wording when creating business material. However, less is more. Stay away from filler words and get directly to the point. Your reader will appreciate you being clear and concise.
Know your audience - It is very easy to make errors when addressing the recipient. Keep it general if you do not know the sex of your recipient. If you are writing a letter or formal correspondence, address your reader with either, To Whom It May Concern or Dear Sir/Madam. If you are writing an email, simply begin with Hi and then insert the recipient's name.
Always ensure you spell names correctly, no one appreciates their name being spelled incorrectly. This type of error will make your reader think you don't care enough to pay attention to detail.
Proofread and review - Do not ever hit send on an email, or send a formal letter or correspondence, without proofreading. This will give you the opportunity to catch any errors, remove any unnecessary information, or add any missing content.
Save your writing - Learn to love templates. Why recreate the wheel if you don't have to. These templates can be reused over and over again but make sure you edit each document to make it relevant to what you currently need to write. The last thing you want to do is have a document go out with another person's name or confidential business content.