Business Writing:Keeping it Simple & Clear
One of the most critical skills in business communications is your ability to express yourself in a clear and concise manner. Keeping things simple in our busy worlds, where we are inundated with information overload and too much information (“TMI”) can be a challenge. If you think it’s difficult to say it simply, writing it can be even tougher.
Here are five tips to help simplify your writing:
1- Clarify in your mind. Before you begin to write anything, whether it’s a letter, memo or a short e-mail, your message must be clear in your mind. If you are confused or overwhelmed with the information, it will be difficult to express it in writing. Before you begin to write, ask yourself: what is the main reason for my correspondence. What is my point? What is my goal?
2- Draft an outline. Remember your 8th grade Social Studies report? If you’re like me, you had to put together an outline with topics, main headings and supporting details. By using this proven system and including only key phrases and a few punchy words, you will quickly be able to make your point. Topics and details will flow logically and seamlessly.
3- Tell the reader what to expect. If your correspondence is long, introduce the format you will be using in your opening lines. For example, if you’re a bank manager and you are writing a two page memo on new security measures, you may want to begin by stating: “The purpose of this letter is to inform all bank staff about new security measures adopted by the Board. The first two sections will address Topics A and B. The remaining three sections will cover Topics C, D and E.” This format will help to mentally prepare the reader for what’s to come. They will know there are five issues and will have a broad idea of the information that follows.
4- Use bullet points. Bullet points help to provide white space for the reader and break down separate thoughts and information. They also help to keep your writing concise and on track. You can limit each point to a few sentences. This will force you to choose your words carefully and include only relevant information. We are a society of “skimmers”. Make it easy on the reader.
5- Write to express, not to impress. Your reader will appreciate it when you use easy-to-understand language and short sentences. I write the way I speak, conversational, concise and direct. I don’t want to send people to the dictionary or confuse them. Be yourself and be simple. It’s a winning formula when it comes to writing.
Finally, review your letter or memo before sending it. I like to print things out prior to sending them. Reading on a computer screen is somewhat different than holding a document in your hand and reading it. I tend to make changes and catch errors when I’m reviewing a hard copy. Regardless of whether you read your letter on a screen or on paper, be sure to re-read it.
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