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What Is Good Business Writing?
This article is part of a 3-article-series. Please also take a look at these other two great articles:
- Your Company is Only as Good as Its Written Messages
- Business Writing at Work – The Rules Have Changed
If you’re like most people, you probably write at work all the time: messages to stakeholders and collaborators, proposals to clients, reports to senior managers, plus of course a constant flow of emails to colleagues and customers. But how much importance does your organisation place on written communication, on business writing?
Many businesses spend thousands on technical training, or leadership skills, customer service or conflict resolution. But how many invest in serious training to ensure their written messages are passed along clearly and concisely? Very often, a good piece of writing could make the difference between building a relationships or breaking one – making a sale or not making a sale – keeping a customer or losing one.
So what is effective business writing? Let’s look at some key elements of effective business writing today:
- The new norm is Global Business English
It’s essential to make some changes to our writing style to reflect our present-day business world. We need to consider the reader and produce reader-friendly messages. The focus should be on communicating with heart, using language that connects, language that’s very similar to spoken language. When you do this, you’ll learn to build trust and earn respect with every message you write.
- The importance of Plain English
Readers today don’t enjoy long sentences, big words, jargon and abbreviations. They want to read messages that are simple and clear, written in plain English. When you write concise messages that the reader can understand, you are more likely to get the right response the first time, instead of engaging in a long series of “email ping-pong”!
- Good planning leads to good business writing
Good writers plan and structure their messages carefully. They know how to plan the message in a logical flow so the reader gets the necessary information and knows exactly what’s required. Some great formulas here can help you to ensure success in this planning process.
- Looking good is important – in writing too!
Readers like attractive, readable, scannable documents, so they can pick out the key points easily. Good writers know how to make their messages look good. And when your message looks good, you will look good, and you should get the right response.
- The good, the bad and the ugly of email
With huge pressure to reply quickly, the quality of written messages has been declining. But what you write and how you write it will affect what people think of you – just as a handshake does when you meet someone face-to-face. Well-written emails that look and sound professional will help people feel good about communicating with you.
- Your tone is important
It’s important to consider how the reader will interpret your written words. Using the wrong tone will not only cause misunderstandings and confusion. It may also cause offence and it could damage relationships. When you use the right tone in your business writing, you’ll influence your readers, you’ll build relationships, you’ll create a positive impression, and you’ll get readers to take action.
Check out this video in which I look at the importance of considering the reader when you write.
Good business writing will help to set you apart, make a great impression, get work done successfully and build a strong business. It’s not a skill you were born with, but it is a skill you can cultivate. And that cultivation must start at management level.
If your organisation is serious about investing in your future success, and that means the success of your workforce, you need to encourage effective business writing as a company-wide initiative.
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© 2013 Shirley Taylor.
Shirley Taylor is a recognised leading authority on business writing and communication skills. For almost 30 years she has presented keynotes and training programmes that help people and organisations boost communication skills and develop great relationships both orally and in writing. Shirley is bestselling author of 12 books, including Model Business Letters, Emails and Other Business Documents, which has sold half a million copies worldwide and has been translated into many languages. If you would like Shirley to speak at your next event, visit www.shirleytaylor.com.
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