Why Most Business Communication Sucks

1. Write the way you speak

Take a look at your letters and memos. Do they sound like you or someone else? Effective business communications dont need to be formal and stuffy to communicate effectively. In fact, most readers understand what youre saying much more easily when you use a normal, conversational tone.

2. Take a positive approach

When readers are confronted by a negative message, they become blocked on an emotional level and often cannot fully absorb the entire message. So no matter what the messageeven if it isnt what the reader was hoping to receivedeliver the message using a positive tone and a positive approach.

3. Tell your readers whats in it for them

If you really want to reach your readers, tell them how they will benefit from the message youre communicating. Tell them what they stand to gain.

4. Write at the readers level

So you have a masters in psychology. Big deal. Most of your readers wont. And you wont impress them with big words. Youll only confuse them. A business communication is written to communicate. To do that effectively, your readers must understand the message youre sending, so be sure to use words your readers will understand.


5. Never send a business communication when you're angry

Its okay to be angry. But communications written when you are still angry tend to be accusatory or condemning in tone. Little things can slip into your writing that you wouldnt normally allow, putting up walls between you and your reader or fostering ill will. In business, its never wise to totally burn your bridges. So wait until you calm down before you send off that message and then choose your words carefully.

6. Anticipate questions

As you are writing a communication, try to anticipate what questions, if any, your reader will have. Then answer them right away. Your reader will benefit from being informed up-front and youll save on additional correspondence or communications to answer those questions later.

7. Be careful with acronyms and technical language

Common acronyms, words, and phrases within your specific industry may seem like everyday language to you. But what about your readers? If youre writing to a colleague in the same field, it may be acceptable to use industry jargon. But if youre writing to someone and youre not certain what their level of understanding is, spell it out in clear terms everyone can understand.

8. Remember that longer is not necessarily better.

If you can say what you want to say in three paragraphs, why write five? Extra text doesnt necessarily enhance the message. Sometimes it just buries it and bores the reader. Tighten up your text. Make each word count. Every sentence should convey something meaningful.


9. If you can wait an extra day before sending the communication, take advantage of that extra time.

10. Write the communication one day, get a good nights sleep, and then proof it a final time in the morning when you are refreshed and ready to start a new day.
Frequently, you will find small or subtle errors you might otherwise have missed when you were caught up in drafting your message.

If you have difficulty writing effective business communications, writing at your readers level, or with spelling, grammar, or punctuationany aspect of the written communication processtake a class to enhance your skills and/or enlist a good secretary or a trusted colleague to proof your communications before you send them.

Writing effective business communications is a skill. It is a skill that can to some degree be learned and developed. Practice, practice, practice, and develop your written business communications skills today. Effective business writing is a transferable skill you can use in any and every profession.

 

Whether your training need is small and focused, or enterprise-wide, you can count of Frontline Learning to deliver. For more than 20 years we have been helping organizations achieve their business objectives with targeted training initiatives.