People in the workplace are being bombarded with different messages everyday. To ensure you get your message across you need to be able to write effectively. Here are 7 tips to help you write more effectively.
In business communication is probably the most important skill you will need to learn and master. The ability to get your message across so that it can be easily understood and acted upon is a highly sought after skill. Those managers that are effective communicators are high in demand and handsomely rewarded.
Today there are many ways to communicate from face to face, phone, email, fax, letters, memos the list can go on. The huge developments of information technology have created a variety of ways that the written word can be communicated. Therefore, one of the most important skills for a manager is to write effectively.
Whether you are writing a short email or a 250 page report you need to be able to write in style that is concise, easy to understand and can and impact.
The following are a number of guidelines that you can use to become a more effective communicator through the written word.
1. Plan ahead
Before you write anything you need to do a few things first. These include understanding the audience that you will be writing to. For example, if you are sending a report to the Managing Director your style will be different to writing an email to your secretary about booking fights for the next business trip. Therefore, it is important that you understand your target audience. Another important point is defining the main purpose of why you are writing and the result that you want. Clarifying this will help you write more clearly and with purpose.
2. Get the structure right
Once you have identified the audience you are writing to and defined the purpose then, come up with a list of the main points that you want to get across. If you need assistance with this then, it can be helpful to get a second opinion.
3. Informal writing style
The way you write can have a huge influence on how well your message will be understood. It is not advisable to write in a very formal style using unnecessary complex words and filling the page with fluff. Remember clarity is the key. Therefore, write in a more casual less informal style as if you were talking to the person face to face. When I mean casual it does not mean that you include jokes or slang words.
4. Be Concise
The advances in technology have created an avalanche of information for managers to deal with. Therefore, the time frame that people can deal with each communication is getting shorter and shorter. Therefore, you have to write get to the point quickly by being concise.
When explaining a point or problem use as few words as possible but make each word count. Do not include words just to fill the page as this will make it less clear. Never, repeat sentences or points. Keep your paragraphs short to about 3 sentences per paragraph.
5. Simplicity
It is very tempting to over complicate things especially when it comes to writing. We want to impress by using fancy words however, by trying to impress we lose the effectiveness of getting our message across.
6. Rewrite until perfect
Very few people can write a perfect piece on the first draft. The first draft should be used to get your main thoughts down on paper and not stop until you finish. The second draft should be used to edit and add structure. Depending on the type of communication many drafts may have to be written to get it right. It is advisable that the author has it proof read by a fresh pair of eyes. You need to check for spelling, grammar and to ensure it flows smoothly.
7.Write with a positive mindset
It is very important to convey your message in a positive way. Even if the news is bad you should find a way to write it with a positive attitude.
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