Wow 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.
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.