Friday, April 19, 2013
Steps to Business Writing
Online and offline, effective business writing is an important aspect of any workplace, for business owners and employees. As a frequently used form of business communication, writing can provide information, offer detailed instructions and can even relay ideas and suggestions. Create a checklist that includes essential steps necessary to effectively write business communications so that your next business writing piece is engaging and error-free.
Identify Audience
Before you sit down to write, identify your reader. Get a clear idea of the person or persons who will read the communication you’re writing. Determine what questions they expect you to answer, what tone is appropriate, whether they are a busy executive or a loyal customer. Knowing the audience can help you select the format of your business communication.
Determine Purpose for Writing
Whether you’re writing to share an idea with a fellow business owner or trying to persuade a customer to try a product or service you offer, it’s important to determine the purpose of your communication before you start writing. Knowing the purpose can help keep you on topic and reduce tangents in your writing.
Choose Ideal Format
Business writing isn’t limited to letters and emails. Newsletters, memos, postcards and even advertisements are written business communications businesses create. Postcards and sales letters are ideal for communicating with potential clients, while newsletters and memos can be used for internal use.
Research Background Information
Thoroughly research the topic you’re writing on to ensure that you include all necessary details, facts and figures. For a business report, graphs, charts and images can help to illustrate points. Customer testimonials might be ideal in a business communication targeted to customers.
Capture Audience
Business writing has to be clear, concise and creative. Entrepreneur Magazine suggests provoking a reaction from the reader by starting with a question. Start with a joke, story, unusual fact or a piece of information that will shock the reader.
Stick to One Topic
Mixing an array of ideas in business writing reduces the effectiveness of the main message. Stay focused on one topic, per written communication to avoid confusing the reader.
Proofread for Grammar And Clarity
Proofread your document before sending it your reader. Grammar issues and wordiness can distract readers, so it’s important to review all business documents carefully.
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