Business Writing Tip: Handling Rejection

As any Business Communicator knows, having a communication kicked back for revision can be a humbling experience, especially when weighed against all the effort that goes into producing professional-level writing.

Let's face it, most accomplished writers like to believe their writing is always on-target, and, in their minds at least, is deserving of nothing more than a cursory review and sign-off.

Thus said, what happens when a writer’s self-perceived masterpiece is minutely scrutinized, edited, or is rejected altogether?

Writers can experience a range of emotions at this point. Disappointment is obvious, but this can easily turn into disgruntlement if the writer does not have a professional attitude about their role and function as a producer of communications for Business and Industry.

Granted, it is only natural to react negatively to rejection. But dwelling on it or taking it personally is counterproductive. The important thing is to quickly move past the emotions of rejection and get on with the task of completing the project with a renewed perspective.

This is not to suggest that Business Communicators should automatically acquiesce in the face of rejection. After all, there are occasions when writers, based on their expertise with the written word, ought to be be assertive and offer a logical and compelling counter-argument in defense of how and what they wrote.

Of course, disagreement should never come across as inflexibility. The best tack for communicators is to try justifying their approach through persuasion and negotiation. But if one’s arguments remain unconvincing, the only reasonable alternative is to follow through with the suggested revisions in a timely manner.

The simple fact is that writing is a process and it is rare for any first draft to be accepted unchanged and unchallenged, no matter how well-crafted the communication may be. Writers who are reconciled to this fact at the onset of their projects will be doing themselves a big favor emotionally, as well as allowing for a time cushion that anticipates potential bottlenecks.

Generally speaking, Management seldom gives communicators specific direction with respect to the tone, format, or level of detail they want in a communication. By the same token, it is often only after the writer provides "hard copy" does the focus of the communication take shape. And if this means submitting multiple drafts and revisions, then so be it. It's all part of the job.

Amid all the frustration and irritation this extra work may bring, writers need to adopt the attitude that they are providing a framework for decision-making. Professional Communicators view this process as an opportunity to influence Policy. Do you?

In the end, be confident in your abilities, but guard against being over-confident to the extent of appearing arrogant and intractable. You may fancy yourself as an accomplished Wordsmith, but when writing for others, you have to expect that your communication will be open for review and revision.

Jack

Business Writing Tip: Earning Credibility

It goes without saying that writers in Business and Industry are accountable to Management for the content and tone of their communications, but it is equally true that readers must also be taken into account.

Simply put, the communicator's job is often a balancing act of creating communications that satisfies Management and readers wants and needs at the same time. This may seem like an untenable challenge for Business Communicators, but in reality it is not all that dissimilar from what all writers and authors have to confront.

Consider that creative writers aim to entertain or inform their readers, but their editors have to be satisfied first. Substitute management for editors, and you can see the obvious parallel. Moreover, successful authors earn profits for their publishers, and success earns these writers acceptance and a degree of artistic freedom from editors.

That said, an effective Business Communicator can impact profitability every bit as much as a "best selling" author. (If you doubt this, then consider how a well-designed Training Manual, Operating Procedure, or Marketing Campaign can positively affect the bottom line.)

But if you feel that gaining more creative control over your writing will enhance it's impact and effectiveness, then you will have to earn this privilege. In real terms, this means building credibility and acceptance through sustained excellence, just like any other professional writer.

Granted, there is no easy formula for accomplishing this, but there are several common methods communicators can practice in order to enhance their credibility and influence. Start by committing yourself to the following:

1. Produce consistent and professional writing products.

It may seem obvious, but all projects deserve your best effort. A particular project may seem mundane and unimportant to you, but not so for someone who is counting on your expertise to produce an effective communication. Remember, simple and easy does not mean the same thing.

2. Meet deadlines.

Be aware that communications are generally time-sensitive and having a cavalier attitude about deadlines will not endear yourself to anyone. Keep in mind that nothing hurts a professional reputation more than being unreliable.

3. Invest time and effort to sharpen your Writing Skills.

Regardless of your formal education level, seek out Continuing Education opportunities. Writers are by nature curious, and if you are true to your Craft, you will embrace learning as part of the job.

4. Learn from your mistakes.

As difficult as it may be, accept criticism as a developmental opportunity. Obviously, no writer enjoys rejection, but viewing such as a personal attack on your competence is neither professional nor productive.

Finally, be mindful that even though you may have some very good and valid ideas on ways to improve communications in your organization, unless you have laid the groundwork to enhance your credibility, your ideas will likely fall on deaf ears. In the end, if you want to enhance your value and relevancy to your organization, you will have to work at it.

Jack

Business Writing Tip: Putting Readers First

Writers in Business and Industry are not generally paid by the word, yet one might think otherwise considering the wordiness of many Business Communications.

Of course, most writers would agree that the most effective Letters, Memos, and Reports are those that are written clearly and succinctly. That said, one has to question why any writer would feel compelled to obscure a communication with a lot of unnecessary text. In other words, why write a book when a chapter will do?

Granted, communicators need to write expansively enough in order to properly cover a subject, but many times this is taken to the extreme. The reasons for this questionable practice are varied, but most would seem to fall under one or more of the following categories:

* Overwriting to make a communication "sound" more official
* Copying or aping another’s Writing Style
* Engaging in "Spin" tactics
* Masking commitment with ambiguity
* Showcasing one's writing talents

While each of these reasons are distinctly different, they all share the common pitfall of placing the writer's agenda ahead of the needs of their readers. Politics, for sure, plays a part in this, but when politics and gamesmanship infiltrates even routine written communications, is it any wonder why so many employees come to view company communiques with a jaundiced eye?

An effective way to combat this is to follow a writing process that builds in objectivity with each step. The following ten steps outlines such a process:

1. Highlight the subject of the communication in precise terms.
2. Use bullets to outline key points.
3. Expand on the key points without resorting to hype or innuendo.
4. Amend for brevity by eliminating "nuts and bolts" details.
5. Enhance clarity - resist overusing jargon, buzzwords, and acronyms.
6. Avoid over-complicated charts and tables
7. Make the text easy to read with indents and paragraphs.
8. Use vocabulary wisely by sticking with common Business English.
9. Proof, edit and condense before finalizing.
10. Reality-test the communication with others before publishing.

Obviously, these steps do not represent anything new to most experienced writers. But what they do represent is a reminder of how to compose Business Communications that are focused, readable, and informative. Can this be said of your communications?

Jack