Don’t let weak writing sabotage your image – and your success
Did you know that every time you send out a letter, proposal, marketing brochure, or other business communication, your reader is judging you? It may not be fair, but people make assumptions about your intelligence, your education, your professionalism, and your capabilities by the words you use.
And just like business mistakes can quickly crack the fragile bond of trust between you and your client, poor writing can quickly lead to cracks in your professional image. Your business communications need to enhance your image and make you look like the competent, trustworthy professional you are.
How do you accomplish that?
You don’t have to go back to college or take night classes to be a better business writer. Even if don’t enjoy the task or don’t feel you’re any good at it, almost anyone can improve their business writing by following these 7 basic strategies:
1. Understand your purpose. Be clear about your objectives and the goal you want to achieve with the communication before you start writing. That’ll help you organize your thoughts better.
2. Understand your audience. Focus on the information and tone that are relevant to your reader. Pretend you’re writing to someone who is intelligent but not a specialist in your field so that you can be clear.
3. Write your first draft quickly. Don’t worry about editing yourself in your first draft. This is the time to get all of your thoughts and necessary information down. Do a “brain dump”. Don’t wait for inspiration. Even if you have to skip a section, you can come back to it later. You’re just laying down the essentials right now.
4. Revise and edit. Once you’ve got your raw material down, then go back and start revising and editing. Ask yourself questions such as: “Have I included all necessary information?” “Is my point clear and concise?” “Have I illustrated my point(s) with specifics?” “Have I answered all of the reader’s possible questions on this topic?”
5. Make every word count. Once you begin your communication, the last thing you want to do is ramble on. Keep sentences and paragraphs short, cut unnecessary words and phrases, and eliminate redundancies. Instead of “at an early date,” write “soon.” Replace “in the proximity of” with “near.”
6. Avoid antiquated business lingo. Eliminate old fashioned phrases like “Enclosed please find,” “Please be advised,” and “I am forwarding.” Also avoid trite and overused expressions like “mission-critical,” “hit the ground running,” and “think outside the box.” Be direct and thoughtful.
7. Keep it conversational. Write as though you’re having a business conversation with your reader face to face. Make your writing more personal and less sterile by using contractions, varying the length and structure of your sentences, and using simple rather than complex language. Write to express, not to impress.
Your writing = your image
You’ve worked hard to build your professional image, and the communications you put out every day have a direct impact on that image. Don’t sabotage it with weak, ineffective writing. Follow these simple strategies to make sure your business communications are polished and making you look good.
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