Welcome to the Wonderful World of Workplace Writing

write-593333_640Wow that was quite a mouthful! If you made it past that, congratulations, you’re now going to learn some of the best tips and tricks to compose professional and effective workplace writing. In such a high speed and connected world, communication has to be simple, clear and to the point. Most professionals barely have time to read their email, so if you send an email that’s either too long, confusing or really just doesn’t focus correctly on either the audience or purpose of the correspondence, there’s a good chance you will not get a reply or even worse, that persons’ view of you will forever be tainted. Although this may come across as harsh, it’s just the reality of working in any up tempo work environment. However, by incorporating both rhetorical awareness and user centered design into your writing I can guarantee your everyday writing at work will be read, understood and will help create quite the reputation for yourself.

Focus on the Goal

Workplace writing should be persuasive. With this in mind, you should always remember why you’re writing in the first place. It’s very easy to go off on a tangent that doesn’t relate to the topic at hand. Try and avoid this at all costs by staying rhetorically aware. This also goes back to keeping things concise and to the point. “Stay focused on your goals and keep your writing on task”. Great words of advice on how to avoid redundancy and fluff in business writing, to see more check out Printwand.com. 

12203588865_7cf9776065_bKnow your Audience

The most important thing in business writing is to understand who you are writing to and knowing what they want to read. On a basic level, you should know what position your reader holds; are they a decision maker, a stakeholder or simply a shadow reader or even a mix of all three. This is a good place to start. Also, “Get to know your reader any way you can. If it’s one specific person, do they have an assistant that can give you some insight? Perhaps the person’s direct reports can give you some pointers? Is there a profile of the person that will help you determine their interests and communication style?” Read the full article on becoming a better business writer at BusinessInsider.com. Remember how you need to focus on your goal? Well also consider the goal(s) of your audience. Their goals are just as important if not more than your own. Make sure to include vital information that they can use to reach their goal.

Embrace your Audience

If you can’t tell by now, your audience is the key thing to any successful and effective business communication and the central idea behind user centered design. It’s all about user-centered design. Your writing should come across how you think your audience will want to read it. By simply tweaking your word choice or the structure of your sentences, you can express a certain attitude and perspective that will be most effective in communicating what you actually want to communicate. “It’s not enough to know your audience and what they want from you. It’s crucial that you also know the different layers of meaning your writing conveys”. This and more helpful tips can be found at SkillsYouNeed.com. I hope this has given you some new found insight and knowledge on how to communicate in the workplace. If there are only three things you should take away from this post, it’s to keep things simple, concentrate on the goal of the communication and above all else cater to your audience in any way possible, from including resources they can use to presenting your writing with an perspective they will appreciate and will want to follow up to.

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6 thoughts on “Welcome to the Wonderful World of Workplace Writing

  1. This was a very informative read. However, I was a little confused at the start of your blog post. I do not understand the context that you are starting off your post with. Once I got past that, you brought up some very good suggestions in regards on how to write in the business world. When you bring up the point on how it is very easy to lose track of your writing goal and that it is important to stay focused on the goal, I relate to this all too well. People do not realize how easy it is to get off track of what it is that is trying to be communicated. Overall, a good post!

  2. I really felt engaged while reading this post and never felt as if I was reading information that did not matter. I like how you started the post off in a lighthearted way and instantly brought personality to your writing through humor. Consequently, when I began to read about the “harsh realities” of working in an up tempo work environment I felt like I was getting genuine advice rather than being preached at by a know it all. Once you transitioned into the meat of the post, I thought you brought up some very good points and did well communicating why we should care about those things as young business professionals. Finally, you tied all of your advice together neatly at the end, making me feel like I truly gained something from the post and remembered what I read. Keep up the good work!

    1. This has a nice flow from start to finish. I think you keep your reader engaged from start to finish. The structure and flow is really good! You brought up some great points and utilized effective sources. Using things like business insider that are credible really aid this post. I like how you broke up your sections and gave them bold headings, it helped guide and shape your ideas. The images you used added to the post. They didn’t seem out of place and didn’t interrupt the flow of the post where they were placed. Overall you have really solid work.

  3. Way to use alliteration in the title, it is quite grabbing. I also like how you use it as an intro. You used the framework of a good blog post by using an image to make the first lines shorter. You use headings and subheadings to organize and prioritize the information given. You give good suggestions that made me want to continue reading in order to see what other useful tidbits of information I could gather. Overall it has a nice flow, and I think the two images counter each other nicely and give symmetry to the layout. Your links also add credibility to your post.

  4. This was an insightful article that gave me informative tips that I can actually use! I agree with you that knowing your audience is key to communicating effectively. Considering how your reader is going to react and understanding them, I have found is the best way to get a response. It was interesting that you went on to say you have to be self aware of your writing before you connect with your audience. Being a good communicator is essential in the business environment and I think that your article gives helpful tips to improve how we conduct ourselves in a business environment.

  5. Hi Ben!
    First of all, I really liked how you used an alliteration in your title, and addressed it in your first sentence. It made for a smooth transition. I really liked your point about making sure you are fully aware of who your audience is, because they are all looking for different things in emails. Also, making sure that your goals align with theirs is a great point, and will lead to better communication. I also really liked how you summarized your main points at the end, so if anyone skims over this post they have a general idea of what you are talking about.

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