In most jobs, you’ll find yourself sending many emails throughout the day. Quick little blurbs about when to meet for a team meeting, sans subject line, greeting, or farewell. And sometimes this approach to communicating is fine! Some bosses will prefer a quick, to the point email that lacks a human component. Just a simple, “Large conference room, 2PM,” gets the job done. In these cases it is acceptable to not follow the typical email etiquette if your boss wants communication to be this way. The important thing to remember is applying the appropriate form of communicating based on the user.
User-centered design is creating pieces of writing that keep the audience in mind on many different levels. The reader has certain expectations and characteristics, so keeping their perspective in mind will help send the message clearly. Also providing all background and relevant information is important in the design in order to improve understanding and overall context. For instance, sending a mass email to people with different roles will result in information being lost and confusion about what is specifically relevant to each person. Incorporating a user-centered design in emails means sending only the necessary bits and pieces of information to the people that actually need them. This approach will ultimately be more effective because people will not receive extra information that does not pertain to their role. Outlining only the specific information that will help meet the recipient’s expectations and goals is an effective way to communicate in any piece of writing at work. For writing a report to a supervisor, here is an in-depth outline of every section. Document design for applying user-centered design discusses the order and appearance of the content of a report. The article shares exactly what to include and where. Note that they give advice about the appropriate audience to address in the various sections of the document as well.
Two experts share insight in an interview including advice and why it is so important to excel in written communication. Success and reputation are dependent on a person’s ability to communicate. The experts explain that the two most common mistakes in workplace writing are carelessness and failure to consider the audience. User-centered design is built on the concept of considering the audience. When people fail to think about who they are writing to, then they impact their success and reputation. By tailoring pieces of writing and quick emails to the recipient, communication is ultimately more effective. The interviewees also touch on another important lesson of this online class concerning personal brand. Our writing directly influences our personal brand, so it is vitally important to only send out pieces of writing that will positively represent us. User-centered design, rhetorical awareness, email etiquette, online persona, and all the other tools explored in this class revolve around building a strong personal brand. Every piece of the puzzle is important when creating the person that other people will see in the workplace.
There are countless tips when it comes to business writing, dozens of do’s and don’ts. But tips can be ignored if the importance of them is not evident. With the digital age upon us, it is easy to forget about the writing tips and simplify a quick message. However, there are certain tips for writing that can enormously impact success, including knowing the difference between it’s and its. First and foremost, the importance of having good business writing is explained, with comments from CEOs and statistics about promotions. Then, there are 10 business writing tips cover all the bases. Number 10 is a tip that I had not heard before until this class and I now understand its importance. Be authentic.