Writing for business is a tough thing to do. You've got to come across as intelligent, interesting and rational even when you're writing about the most mundane things. I've assembled 6 tips to help add some polish to your next weekly status report.
If there's a “First”, there's at least got to be a “Second”...
...and if possible, a “Third”, a “Fourth”, etc. I'm not saying the reading public is simple minded or anything, but, if you forget to include at least a “Second” point, the majority of readers will shift focus to finding the “missing” points, rather trying to understand the ideas you are trying to convey. While many will only go off track for a moment or two, even that slight break in flow can have a big impact on how effective your words are.
Proofread the darned thing!
If you're expecting your readers to spend their valuable time to wade through your pearls of wisdom, have the common courtesy to take your valuable time to wade through it first to at least find and correct any grammar, usage, and punctuation errors!
If it's worth taking the time to put it on paper (or into an electronic file), then it's worth taking the time to write it correctly! And that includes, e-mails, text messages, Facebook and LinkedIn messages and every other business communication.
I find that when I force myself to read aloud each word that's on the screen, it's easier to identify issues, clarify confusing expressions and greatly improve the flow and emotional impact of my writing. It you can get someone else to read or listen to you read) your work, that can be a great help, too.
Cut The Cute!
Cute might sell to little girls and Mommies, but it's annoying as hell in business communications unprofessional, too.
If you want your peers to think you're a joke, your boss to ignore you and your customers to think you're a flake and spineless push-over, just start adding an emoticon to every paragraph, dot every “i” with a heart, and include links to sparkly pictures of unicorns, fairies or fuzzy little animals in your signature block.
Cut The Words.
Although it's not always true in fashion, in business communications, brief is beautiful.
I'm a verbose guy – just ask my wife and kids. Knowing this, however, I force myself to do a lot of cutting before I release even a first draft for other folks to read. It's a good idea if you do the same.
You're not a lawyer, don't write like one.
Most lawyers can't even write like a lawyer (should), so what hope is there for you? Big words don't make you look smarter, they make you look pompous and ridiculously out of touch with the real world.
In business communications, write the way you talk, (unless, of course, you talk like a hillbilly, a gansta, or a seven year old girl (see “cut the cute” above). Use correct, “plain” English (or whatever language they're written in).
And if “legalese” is absolutely required, call a lawyer, that's what they're paid to do.
Write Like You've “Got A Pair”.
Take a stand when you write. Be positive and confident. State your case clearly, concisely and right at the beginning! Then support your position with appropriate facts, figures and “expert” opinions.
And remember, there's a difference between confident and arrogant. Don't be arrogant (or obnoxious, or annoying, or even abrasive!).
Follow these tips and you'll be amazed at how much moire effective your writing will be! Remember, though, well written crap is still crap.
____________________________
If you need help writing better crap, leave a comment here or e-mail me at: TomFawls@Council4SmallBiz.com.
No comments:
Post a Comment