It's a simple fact that many Business and Office Communications are ineffective because their main messages are obscured or lost in excess verbiage and boilerplate.
Unfortunately, many communicators habitually write this way because they believe it gives their documents a more official-sounding slant. By the same token, some writers feel compelled to use extraneous information as filler. Perhaps this indicates a misguided concern that brevity may be judged as inconsequential.
But is there an optimal length for Business Communications?
A "one size fits all" rule isn't practical. In reality, document length is situational and subject-related. Most letters, memos, and announcements can be written in one or two pages; however, reports, technical descriptions, manuals, and other substantive documents obviously require a more thorough treatment.
That said, be mindful that regardless of the type of communication you are writing, the comfort level of the reader is paramount. As such, your documents should be long enough to get your message across, but not one page longer.
Of course, reader apathy and boredom can be an issue even with the shortest communications. But all things being equal, individuals are more apt read and comprehend shorter documents than longer ones.
Sometimes it is appropriate to include background information for historical or analytical purposes, just be judicious in your treatment of this material. It all boils down to the Business Writer's ability to format and package communications that are focused, germane, and relevant.
As you draft your communications, here are several key writing tips to remember:
* Put the most important information first.
* Consider including relevant background material in an attachment.
* Ensure charts and tables are germane and easy to read.
* Break up text blocks with paragraphs and bullet points.
* Edit for clarity and brevity.
* Compose a one page summary to highlight important points.
* Have others "reality test" your communication before it is finalized.
In the end, it is how carefully the communication is worded and organized that affects its readability and effectiveness more than anything else. Word and page counts may look impressive, but if readers have to wade through several hundred unimportant words just to pick out a few dozen important ones, then what's the point of all that extra writing?
Jack
Showing posts with label Writing and Editing. Show all posts
Showing posts with label Writing and Editing. Show all posts
Tuesday, May 31, 2011
Tuesday, May 3, 2011
Writing Reader-Friendly Business Communications
Readability should be any writer's primary goal, yet this is one goal that often remains elusive for even the most skilled Wordsmiths.
That it's a tough and on-going challenge to connect with readers is inarguable. After all, most writers will obsess over their drafts in order to make their writing relevant and interesting. Just the same, many common Business Communications seem to be written with little thought given to general readability.
The simple reason for this is that writers in Business and Industry usually try to adhere to Organizational Style and Management Preference. Needless to say, this may be professionally expedient, but it also serves to perpetuate much of the lackluster and boilerplate writing prevalent in many organizations.
That said, every industry and organization has its own unique way of communicating, and there is nothing inherently wrong with this. However, when such language is used indiscriminately, especially in written documents, it can leave some readers feeling confused and "out of the loop".
This is obvious when writing external communications, but it should also be a concern when internal communications cross departmental lines. With many different jobs and specialities within a business, writers shouldn't presume that inside language will be universally understood even within one company.
The upshot is that Business Communicators need to write for a broad readership. Whereas it may be comfortable for a writer to mimic an organization's communication style, it should be understood this practice can alienate some readers.
While not advocating that writers need to "dumb down" their communications, it is suggested that Business Communicators make a conscious effort to ensure their writing is clear, concise, and easily understandable to all prospective readers.
As such, take some time to objectively review your past communications. If, in hindsight, they seem vague and esoteric, then you need to seriously consider rethinking your tone, word-choices, and formatting.
Reality-testing your past writing against the following ten writing tips is a good way to self-audit yourself:
1. Write in simple declarative sentences.
2. Dispense with bloated and overly formal language.
3. Resist overusing jargon and buzz words.
4. Include acronyms if you must, but define them first.
5. Eliminate slang and stick with Standard Business Language.
6. Write to inform and not to impress.
7. Be conversational, but not "breezy".
8. Unify your writing and focus on a single topic.
9. Break up text blocks with paragraphs or visuals.
10. Edit and proof your work.
In the end, effective writing should always trump organizational style for clarity and readability. Granted, this may mean writing in a manner that is not usual and customary for you; however, if you want your communications to be better understood and acted upon, then altering your writing approach is both reasonable and logical.
Jack
That it's a tough and on-going challenge to connect with readers is inarguable. After all, most writers will obsess over their drafts in order to make their writing relevant and interesting. Just the same, many common Business Communications seem to be written with little thought given to general readability.
The simple reason for this is that writers in Business and Industry usually try to adhere to Organizational Style and Management Preference. Needless to say, this may be professionally expedient, but it also serves to perpetuate much of the lackluster and boilerplate writing prevalent in many organizations.
That said, every industry and organization has its own unique way of communicating, and there is nothing inherently wrong with this. However, when such language is used indiscriminately, especially in written documents, it can leave some readers feeling confused and "out of the loop".
This is obvious when writing external communications, but it should also be a concern when internal communications cross departmental lines. With many different jobs and specialities within a business, writers shouldn't presume that inside language will be universally understood even within one company.
The upshot is that Business Communicators need to write for a broad readership. Whereas it may be comfortable for a writer to mimic an organization's communication style, it should be understood this practice can alienate some readers.
While not advocating that writers need to "dumb down" their communications, it is suggested that Business Communicators make a conscious effort to ensure their writing is clear, concise, and easily understandable to all prospective readers.
As such, take some time to objectively review your past communications. If, in hindsight, they seem vague and esoteric, then you need to seriously consider rethinking your tone, word-choices, and formatting.
Reality-testing your past writing against the following ten writing tips is a good way to self-audit yourself:
1. Write in simple declarative sentences.
2. Dispense with bloated and overly formal language.
3. Resist overusing jargon and buzz words.
4. Include acronyms if you must, but define them first.
5. Eliminate slang and stick with Standard Business Language.
6. Write to inform and not to impress.
7. Be conversational, but not "breezy".
8. Unify your writing and focus on a single topic.
9. Break up text blocks with paragraphs or visuals.
10. Edit and proof your work.
In the end, effective writing should always trump organizational style for clarity and readability. Granted, this may mean writing in a manner that is not usual and customary for you; however, if you want your communications to be better understood and acted upon, then altering your writing approach is both reasonable and logical.
Jack
Tuesday, March 15, 2011
Editing Business Communications: Quick Tips
In the Business World, anyone tasked with writing Professional Communications will often find that navigating from initial draft to final document is a trek through a minefield of obstacles and challenges.
Whether it be office politics, personality conflicts, spin, or style issues, communicators must learn to tread carefully through these obstacles for they will challenge the skills, credibility, and professionalism of even the most experienced writers.
This is not to suggest that writers in Business and Industry should be careful to the extent of marginalizing their contributions. On the contrary, it means that writers must face up to the realities of producing communications that management wants and readers want to read.
The simple fact is that management seldom articulates how it wants something written or phrased. Thus, it usually falls on the writer to sort this out through the Editing Process. Of course, this process can seemingly put the writer in a no-win situation, but with planning and forethought, the task need not be so ambiguous.
That said, as you move your writing project from draft to completion, be mindful of the following:
* Organizational Politics are unavoidable, and communicators need to develop their business and political acumen in order to anticipate potential rejection with what they write and how they express it.
* Take the time to outline and draft your work. In simple terms, these steps facilitate the Creative Process and expedite the Writing Process.
* Be aware that a draft is "working" document, so be prepared for revisions and rewrites.
* Editing is arguably the most frustrating part of the writer's job, and it will tax your patience and professionalism.
* Proofreading is the final step in the Editing Process, and writers should never rely exclusively on mechanical means or the initiative of others to proof and finalize their final drafts.
* Be thorough and systematic in editing and proofing your work. There are numerous desk-top and online resources to help with this task. Refer to the previous posting on this subject as well as the Writing Tools and Reference Side Board for links to some standard editing aids.
Jack
Whether it be office politics, personality conflicts, spin, or style issues, communicators must learn to tread carefully through these obstacles for they will challenge the skills, credibility, and professionalism of even the most experienced writers.
This is not to suggest that writers in Business and Industry should be careful to the extent of marginalizing their contributions. On the contrary, it means that writers must face up to the realities of producing communications that management wants and readers want to read.
The simple fact is that management seldom articulates how it wants something written or phrased. Thus, it usually falls on the writer to sort this out through the Editing Process. Of course, this process can seemingly put the writer in a no-win situation, but with planning and forethought, the task need not be so ambiguous.
That said, as you move your writing project from draft to completion, be mindful of the following:
* Organizational Politics are unavoidable, and communicators need to develop their business and political acumen in order to anticipate potential rejection with what they write and how they express it.
* Take the time to outline and draft your work. In simple terms, these steps facilitate the Creative Process and expedite the Writing Process.
* Be aware that a draft is "working" document, so be prepared for revisions and rewrites.
* Editing is arguably the most frustrating part of the writer's job, and it will tax your patience and professionalism.
* Proofreading is the final step in the Editing Process, and writers should never rely exclusively on mechanical means or the initiative of others to proof and finalize their final drafts.
* Be thorough and systematic in editing and proofing your work. There are numerous desk-top and online resources to help with this task. Refer to the previous posting on this subject as well as the Writing Tools and Reference Side Board for links to some standard editing aids.
Jack
Tuesday, March 8, 2011
Business Writing: Tips For Editing Business Communications
It is safe to say that few things in the Business World elicit more scorn and ambivalence than confusing and poorly constructed letters, memos, and email.
Business Communications are supposed to inform, announce, request, or recognize; however, many times, a communication may be so buried in “boilerplate” and vague language that no one but the writer can comprehend its meaning. And while this may not have been the writer's intent, it is often the effect.
That said, communicators must always strive to connect with their readers. It’s a tough challenge for sure, but one that has as much to do with a writer's approach as it does with one’s writing skill.
Let’s face it, getting any writing project down in draft form is a good feeling of accomplishment. Just the same, this hardly signals the end of the project in so much as this step is often merely the beginning of a long and frustrating process.
By definition, a draft is a working document and some degree of editing should be expected. In simple terms, editing is the on-going "cutting and pasting" writers perform as they revise their working document. On the other hand, Proofreading is the final check of the document, and is best performed after Copy Editing has been completed.
When approaching the Editing Process, writers will need to employ one or more of the following editing levels:
Light Editing
This involves checking grammar, word usage (e.g. too instead of to), hyphenation, subject-verb agreement, word choice, punctuation and spelling. Check out the links under the Writing Tools and References Sidebar for a few suggested resources on grammar and editing.
Medium Editing
In addition to the above, Medium Editing should focus on style, consistency, formatting and the correlation between text and any graphical or tabular information that may be part of the communication. For this level of editing, a critical eye is important, but beyond this writers need to have a good grasp of their organization's standards and expectations regarding Written Communications.
Heavy Editing
Generally called Substantive or Line Editing, this level of Editing often leads to a complete rewrite of the original draft. Granted, rewrites are usually not welcomed by writers, but when the draft has been edited and over-edited to death, and it is still not right, then it is often best to rethink things and start over with a fresh draft.
Of course, the use of Word Processing has blurred the distinction between editing levels. Moreover, in most business environments, deadlines dictate expediency, and this, unfortunately, often leads to writers taking shortcuts with the Editing Process.
That said, writers need to be careful about habitually practicing "quick and dirty" Copy editing. Any Written Communication has the potential to be read and scrutinized by anyone within an organization. Thus, Copy editing should demand a professional effort from the writer as a matter of routine.
As was touched on earlier, Proofreading is the final step in the Editing Process.
Though it is a task not particularly relished by many writers, it is important because it represents the last chance for the writer to “get it right” before submission or publishing. Unfortunately, it is a step that often doesn't receive the effort it deserves.
Think of how you approach this task. Do you perform just a cursory review of the edited copy? Do you rely entirely on Spellchecker? Do you relegate Proofreading to an administrative person? Or, do you take pains to cross every "T" and dot every "I"?
In actuality, Proofreading is a deceptively simple process and Business Communicators should be leery of relying exclusively on mechanical means or the initiative of others to handle this task. After all, it is the writer who brings the communication to life, and it should be up to the writer to maintain creative control until the Writing Process is completed.
Undoubtedly, proofing one's work can be mundane and bothersome, but it is far better to be a little bothered than be embarrassed by an overlooked and uncorrected mistake. That said, here are some basic Proofreading Tips to consider when finishing up a writing project:
* Don't assume anything. Review the document word-by-word and line-by-line.
* You are not infallible. Use a dictionary and style manual. Again, check out The Writing Tools And References Sidebar for links to several references and links for your information.
* By all means, activate Spellchecker and Grammar Check. There's nothing wrong with using these Word Processing Tools, as long as you don't rely on them exclusively.
* Have others review your draft. A "fresh set of eyes" will see things you may easily overlook.
* Make corrections promptly, and re-proof. How many times? As many times as it takes to get the document finalized.
As a final word, be mindful that anything you author will reflect your competence and level of professionalism. Thus, it is in your best interests to approach the Editing Process with diligence and objectivity. Doing so is a Win-Win for you and your readers.
Jack
Business Communications are supposed to inform, announce, request, or recognize; however, many times, a communication may be so buried in “boilerplate” and vague language that no one but the writer can comprehend its meaning. And while this may not have been the writer's intent, it is often the effect.
That said, communicators must always strive to connect with their readers. It’s a tough challenge for sure, but one that has as much to do with a writer's approach as it does with one’s writing skill.
Let’s face it, getting any writing project down in draft form is a good feeling of accomplishment. Just the same, this hardly signals the end of the project in so much as this step is often merely the beginning of a long and frustrating process.
By definition, a draft is a working document and some degree of editing should be expected. In simple terms, editing is the on-going "cutting and pasting" writers perform as they revise their working document. On the other hand, Proofreading is the final check of the document, and is best performed after Copy Editing has been completed.
When approaching the Editing Process, writers will need to employ one or more of the following editing levels:
Light Editing
This involves checking grammar, word usage (e.g. too instead of to), hyphenation, subject-verb agreement, word choice, punctuation and spelling. Check out the links under the Writing Tools and References Sidebar for a few suggested resources on grammar and editing.
Medium Editing
In addition to the above, Medium Editing should focus on style, consistency, formatting and the correlation between text and any graphical or tabular information that may be part of the communication. For this level of editing, a critical eye is important, but beyond this writers need to have a good grasp of their organization's standards and expectations regarding Written Communications.
Heavy Editing
Generally called Substantive or Line Editing, this level of Editing often leads to a complete rewrite of the original draft. Granted, rewrites are usually not welcomed by writers, but when the draft has been edited and over-edited to death, and it is still not right, then it is often best to rethink things and start over with a fresh draft.
Of course, the use of Word Processing has blurred the distinction between editing levels. Moreover, in most business environments, deadlines dictate expediency, and this, unfortunately, often leads to writers taking shortcuts with the Editing Process.
That said, writers need to be careful about habitually practicing "quick and dirty" Copy editing. Any Written Communication has the potential to be read and scrutinized by anyone within an organization. Thus, Copy editing should demand a professional effort from the writer as a matter of routine.
As was touched on earlier, Proofreading is the final step in the Editing Process.
Though it is a task not particularly relished by many writers, it is important because it represents the last chance for the writer to “get it right” before submission or publishing. Unfortunately, it is a step that often doesn't receive the effort it deserves.
Think of how you approach this task. Do you perform just a cursory review of the edited copy? Do you rely entirely on Spellchecker? Do you relegate Proofreading to an administrative person? Or, do you take pains to cross every "T" and dot every "I"?
In actuality, Proofreading is a deceptively simple process and Business Communicators should be leery of relying exclusively on mechanical means or the initiative of others to handle this task. After all, it is the writer who brings the communication to life, and it should be up to the writer to maintain creative control until the Writing Process is completed.
Undoubtedly, proofing one's work can be mundane and bothersome, but it is far better to be a little bothered than be embarrassed by an overlooked and uncorrected mistake. That said, here are some basic Proofreading Tips to consider when finishing up a writing project:
* Don't assume anything. Review the document word-by-word and line-by-line.
* You are not infallible. Use a dictionary and style manual. Again, check out The Writing Tools And References Sidebar for links to several references and links for your information.
* By all means, activate Spellchecker and Grammar Check. There's nothing wrong with using these Word Processing Tools, as long as you don't rely on them exclusively.
* Have others review your draft. A "fresh set of eyes" will see things you may easily overlook.
* Make corrections promptly, and re-proof. How many times? As many times as it takes to get the document finalized.
As a final word, be mindful that anything you author will reflect your competence and level of professionalism. Thus, it is in your best interests to approach the Editing Process with diligence and objectivity. Doing so is a Win-Win for you and your readers.
Jack
Tuesday, March 1, 2011
Business Writing: Editing For Tone
It goes without saying that overly formal Business Communications are a "turn-off" to many readers, but this holds true with overly informal writing as well. The key is striking a balance between these two extremes.
Of course, writing in a manner that appeals to a broader base of readers can run counter to Organizational Style and Culture. That said, it is up to the writer to find a formula that can reconcile the communication preferences of their organizations with the needs and sensibilities of their intended readers.
For the writer, using a tone that is both conversational and business-like, regardless of the level of formality, is usually the best approach. In order to do this, writers in Business and Industry Business Writers must consciously adapt their writing style to fit the type and purpose of the communication they are authoring.
Business Letters are traditionally the most formal Business Correspondence. They may come from the CEO, a department head, or yourself. And the addressee could be anyone from a customer to an employee. Likewise, the author of these communications should draft a document that is not only representative of the person it is coming from, but is also appropriate to who it is going to.
Memos and reports, primarily internal communications, are generally less-formal than letters. Of course, many times these documents are so filled with technical terms, buzzwords, and company-specific information, that only certain addressees can comprehend them. This is not a problem if the memo or report has a limited distribution, but if there is any chance the communication is going outside "normal circles", then the writer should think about using a more formal and generic approach.
Email, which can be transmitted both internally and externally, has evolved into the least formal method of communication. But least formal should not mean "anything goes". The rules of language and Professional Etiquette should still apply.
As you draft your communications, keep the following ten writing tips in mind:
1. Adapt tone to the purpose, subject and intended readers of the communication.
2. Be business-like, but write in a conversational tone.
3. Minimize abbreviations and contractions, especially with a formal approach.
4. Resist using slang, colloquialisms and non-standard acronyms.
5. Use standard business language and vocabulary.
6. Edit for proper grammar, punctuation and word usage.
7. Break up long text blocks with paragraphs.
8. For lengthy documents, highlight important points first.
9. Ensure that any included graphical information is relevant and comprehensible.
10. Carefully edit and proof the document.
As a final note, be mindful that your writing is reflective of your competence and business acumen. Thus, making sure your communications are projecting what you want to say and how you want to say it is not only good for readers, but also for your own reputation.
Jack
Related Links:
How To Use Tone In Your Writing
Tone In Business Writing
Business Writing Style Guide
Of course, writing in a manner that appeals to a broader base of readers can run counter to Organizational Style and Culture. That said, it is up to the writer to find a formula that can reconcile the communication preferences of their organizations with the needs and sensibilities of their intended readers.
For the writer, using a tone that is both conversational and business-like, regardless of the level of formality, is usually the best approach. In order to do this, writers in Business and Industry Business Writers must consciously adapt their writing style to fit the type and purpose of the communication they are authoring.
Business Letters are traditionally the most formal Business Correspondence. They may come from the CEO, a department head, or yourself. And the addressee could be anyone from a customer to an employee. Likewise, the author of these communications should draft a document that is not only representative of the person it is coming from, but is also appropriate to who it is going to.
Memos and reports, primarily internal communications, are generally less-formal than letters. Of course, many times these documents are so filled with technical terms, buzzwords, and company-specific information, that only certain addressees can comprehend them. This is not a problem if the memo or report has a limited distribution, but if there is any chance the communication is going outside "normal circles", then the writer should think about using a more formal and generic approach.
Email, which can be transmitted both internally and externally, has evolved into the least formal method of communication. But least formal should not mean "anything goes". The rules of language and Professional Etiquette should still apply.
As you draft your communications, keep the following ten writing tips in mind:
1. Adapt tone to the purpose, subject and intended readers of the communication.
2. Be business-like, but write in a conversational tone.
3. Minimize abbreviations and contractions, especially with a formal approach.
4. Resist using slang, colloquialisms and non-standard acronyms.
5. Use standard business language and vocabulary.
6. Edit for proper grammar, punctuation and word usage.
7. Break up long text blocks with paragraphs.
8. For lengthy documents, highlight important points first.
9. Ensure that any included graphical information is relevant and comprehensible.
10. Carefully edit and proof the document.
As a final note, be mindful that your writing is reflective of your competence and business acumen. Thus, making sure your communications are projecting what you want to say and how you want to say it is not only good for readers, but also for your own reputation.
Jack
Related Links:
How To Use Tone In Your Writing
Tone In Business Writing
Business Writing Style Guide
Tuesday, February 1, 2011
Business Writing: Tips For Using Graphical Information
"Beware Of Graphics Overload"
The adage that a picture is worth a thousand words is true enough, but in Business Writing a picture is only as valuable as its accompanying text.
Business Communicators commonly use graphics to break up text blocs, add interest, and present data. But although Business Writing and graphics generally go hand-in-hand, too many graphical representations in one document are apt to confuse rather than inform the reader. And when readers get lost, you can bet the message gets lost as well.
Make no mistake, it is always a good thing for Business Writers to draw on their creativity to enhance the interest and impact of their writing. (And let's face it, many Business Communications, even ones that are well-written, could use help in this regard). Fortunately, with a good Graphics Package, a writer can easily add impact with a full array of colors, fonts, charts, and tables.
But for all the good things graphics can do to enhance communications, writers must be sensitive to "graphics overload".
It goes to reason that Technical and Financial Communications will contain more facts and figures than general Business Communications; however, even non-technical communications will often display a chart or table.
That said, is there an ideal balance between text and graphical information in a Business Communication?
Experience has shown that an 80-20 ratio (i.e. 80% text to 20% graphics) to be a good rule of thumb. Of course, writers can and will go above this split on occasion, but when this ratio is significantly exceeded, you can bet readers' eyes will start glazing over.
In attempting to prevent this, here are a few pointers to consider when including graphics in a Business Communication:
* Graphics are more effective when used sparingly and judiciously.
* Include graphical data only if it is germane and relevant.
* Never use graphical information as "filler" or boilerplate.
* Simplify charts and tables. Detail can be included in attachments.
* Be mindful that the message is what is important, and not the "bells and whistles".
As an aside tip, Business Communications that are to be summarized and presented verbally will often require additional graphics to be used as part of a Power Point or Overhead Presentation. If such cases, treat these additional graphics as attachments to the communication as opposed to integrating them into the body of the original written communication.
In the end it should be noted that Business Communicators who are analytically-oriented or who work in a technical environment will often write in a style that may be too technical or esoteric for some intended readers. But the most effective communicators aim to appeal to the broadest audience. Do you?
Jack
The adage that a picture is worth a thousand words is true enough, but in Business Writing a picture is only as valuable as its accompanying text.
Business Communicators commonly use graphics to break up text blocs, add interest, and present data. But although Business Writing and graphics generally go hand-in-hand, too many graphical representations in one document are apt to confuse rather than inform the reader. And when readers get lost, you can bet the message gets lost as well.
Make no mistake, it is always a good thing for Business Writers to draw on their creativity to enhance the interest and impact of their writing. (And let's face it, many Business Communications, even ones that are well-written, could use help in this regard). Fortunately, with a good Graphics Package, a writer can easily add impact with a full array of colors, fonts, charts, and tables.
But for all the good things graphics can do to enhance communications, writers must be sensitive to "graphics overload".
It goes to reason that Technical and Financial Communications will contain more facts and figures than general Business Communications; however, even non-technical communications will often display a chart or table.
That said, is there an ideal balance between text and graphical information in a Business Communication?
Experience has shown that an 80-20 ratio (i.e. 80% text to 20% graphics) to be a good rule of thumb. Of course, writers can and will go above this split on occasion, but when this ratio is significantly exceeded, you can bet readers' eyes will start glazing over.
In attempting to prevent this, here are a few pointers to consider when including graphics in a Business Communication:
* Graphics are more effective when used sparingly and judiciously.
* Include graphical data only if it is germane and relevant.
* Never use graphical information as "filler" or boilerplate.
* Simplify charts and tables. Detail can be included in attachments.
* Be mindful that the message is what is important, and not the "bells and whistles".
As an aside tip, Business Communications that are to be summarized and presented verbally will often require additional graphics to be used as part of a Power Point or Overhead Presentation. If such cases, treat these additional graphics as attachments to the communication as opposed to integrating them into the body of the original written communication.
In the end it should be noted that Business Communicators who are analytically-oriented or who work in a technical environment will often write in a style that may be too technical or esoteric for some intended readers. But the most effective communicators aim to appeal to the broadest audience. Do you?
Jack
Tuesday, January 25, 2011
Business Writing: Using Acronyms, Buzzwords and Cliches
Needless to say, Business Communicators are influenced by the inside languages used in their organizations and industries. Its use reflects a shared "culture" for sure, but writers need to be aware of the potential pitfalls of cluttering communications with too many non-standard words and terms.
The most obvious indicators of this are the overuse of Acronyms, Buzzwords and Cliches found in even the most generic Business Communications. Of course, it is very convenient for writers to use these shorthand devices, but they can also lure a writer into sacrificing clarity for brevity. And let's face it, when writing lacks clarity, it also lacks impact and meaning.
That said, the use of non-standard words and terms in Business Communications is customary, and arguably indicative of a certain level of business or technical acumen. Nevertheless, their overuse presumes readers are universally "clued in" to such language. However, if readers are forced to decipher and interpret your writing, there's a high probability the communication will neither be fully read nor acted upon.
In order to minimize "reader fatigue", Business Communicators need to tap into their creative talents and be good Wordsmiths. Of course, including a few strategically-placed acronyms, buzzwords and cliches in communications may be appropriate and unavoidable, but when writers rely too heavily on these devices, they are cheating their Craft as well their readers.
When drafting your communications, keep the following tips in mind:
* Write clearly and succinctly.
* Resist using "boilerplate" as filler.
* When using acronyms, define them first.
* Avoid using "coined" words and abbreviations that are not universal.
* Eliminate hackneyed terms and analogies.
* Be aware that slang and buzzwords can have double meanings.
* Write to inform and not to impress.
* Always write for a broad audience.
As a final word, make it a practice to use Standard Business Language in all of your Professional Communications. After all, you may only have one opportunity to have your communications read, so why not let the inherent richness of your native language work for you. A good Business Dictionary and Thesaurus can help in this regard.
Jack
Related Links:
Business Dictionary
Business Glossary
Business Thesaurus
The most obvious indicators of this are the overuse of Acronyms, Buzzwords and Cliches found in even the most generic Business Communications. Of course, it is very convenient for writers to use these shorthand devices, but they can also lure a writer into sacrificing clarity for brevity. And let's face it, when writing lacks clarity, it also lacks impact and meaning.
That said, the use of non-standard words and terms in Business Communications is customary, and arguably indicative of a certain level of business or technical acumen. Nevertheless, their overuse presumes readers are universally "clued in" to such language. However, if readers are forced to decipher and interpret your writing, there's a high probability the communication will neither be fully read nor acted upon.
In order to minimize "reader fatigue", Business Communicators need to tap into their creative talents and be good Wordsmiths. Of course, including a few strategically-placed acronyms, buzzwords and cliches in communications may be appropriate and unavoidable, but when writers rely too heavily on these devices, they are cheating their Craft as well their readers.
When drafting your communications, keep the following tips in mind:
* Write clearly and succinctly.
* Resist using "boilerplate" as filler.
* When using acronyms, define them first.
* Avoid using "coined" words and abbreviations that are not universal.
* Eliminate hackneyed terms and analogies.
* Be aware that slang and buzzwords can have double meanings.
* Write to inform and not to impress.
* Always write for a broad audience.
As a final word, make it a practice to use Standard Business Language in all of your Professional Communications. After all, you may only have one opportunity to have your communications read, so why not let the inherent richness of your native language work for you. A good Business Dictionary and Thesaurus can help in this regard.
Jack
Related Links:
Business Dictionary
Business Glossary
Business Thesaurus
Tuesday, January 18, 2011
Business Writing: Formatting Letters, Memos and Email
Writing Style and Grammar aside, what distinguishes an effective Business Communication from one that is largely ignored is the manner in which the communication is organized or formatted.
That said, a Business Communicator may be a talented Wordsmith, but if words, thoughts, and ideas are not presented in a recognizable format, most readers will neither be inclined nor able to identify the purpose and importance of the message.
On the contrary, this should not be viewed as an argument against writing creatively. In fact, it takes a great deal of creativity to write well and effectively within a particular framework. In this context, "framework" should not be viewed as limiting or confining in so much as content should always drive the creative process.
As such, be mindful that the central message of a communication, regardless of the format chosen, must always be obvious and evident to readers. In the Business World, conventional and customary writing formats are still the best way to get the reader's attention.
Nevertheless, there are many Business Communicators today who feel compelled to experiment with non-traditional writing formats. But writers who sacrifice convention in order to appeal to a few more potential readers usually end up alienating even more readers. The upshot is that communicators must format their writing with care and purpose.
Of all the many types of Business Communications, the letter, memo, and email message are the most common. And while these communication are often used interchangeably, writers should be aware that each of these communications convey a different level of formality, and thus require different formatting.
Business Letters are the most formal correspondence, and deserve the utmost attention to formatting as they are usually addressed to a specific individual either inside or outside the company.
Obviously, there are many types of Business Letters, running the gamut from formal announcements to customer relations. Likewise there are many formatting options for Business Letters. A good Word Processing Program can automate many of the more common formats in use today. Become familiar with them and you may discover some new ways to organize and invigorate your writing.
Memos, while less formal than letters, should still follow a recognizable format. Usually, this includes a "To" line, a "From" line, a "Subject" line, and a "Date" line. It is also a good idea to include headings, and a summary.
The body of the memo contains the detail, but make an effort to use short paragraphs in order to break up text blocs. In other words, make things easy to read and follow.
Email is the least formal communication. And even though it is fast and convenient, writers need to understand that when email is used in a professional environment, it should be treated as a Professional Communication in every sense of the word.
This means being careful with formality, word choice and format. In this regard, try using a memo format for Business Email. It is a tried and true format that is universally recognizable.
For specific help on formatting common business documents, check out the many desktop and online resources available on this topic.
Jack
That said, a Business Communicator may be a talented Wordsmith, but if words, thoughts, and ideas are not presented in a recognizable format, most readers will neither be inclined nor able to identify the purpose and importance of the message.
On the contrary, this should not be viewed as an argument against writing creatively. In fact, it takes a great deal of creativity to write well and effectively within a particular framework. In this context, "framework" should not be viewed as limiting or confining in so much as content should always drive the creative process.
As such, be mindful that the central message of a communication, regardless of the format chosen, must always be obvious and evident to readers. In the Business World, conventional and customary writing formats are still the best way to get the reader's attention.
Nevertheless, there are many Business Communicators today who feel compelled to experiment with non-traditional writing formats. But writers who sacrifice convention in order to appeal to a few more potential readers usually end up alienating even more readers. The upshot is that communicators must format their writing with care and purpose.
Of all the many types of Business Communications, the letter, memo, and email message are the most common. And while these communication are often used interchangeably, writers should be aware that each of these communications convey a different level of formality, and thus require different formatting.
Business Letters are the most formal correspondence, and deserve the utmost attention to formatting as they are usually addressed to a specific individual either inside or outside the company.
Obviously, there are many types of Business Letters, running the gamut from formal announcements to customer relations. Likewise there are many formatting options for Business Letters. A good Word Processing Program can automate many of the more common formats in use today. Become familiar with them and you may discover some new ways to organize and invigorate your writing.
Memos, while less formal than letters, should still follow a recognizable format. Usually, this includes a "To" line, a "From" line, a "Subject" line, and a "Date" line. It is also a good idea to include headings, and a summary.
The body of the memo contains the detail, but make an effort to use short paragraphs in order to break up text blocs. In other words, make things easy to read and follow.
Email is the least formal communication. And even though it is fast and convenient, writers need to understand that when email is used in a professional environment, it should be treated as a Professional Communication in every sense of the word.
This means being careful with formality, word choice and format. In this regard, try using a memo format for Business Email. It is a tried and true format that is universally recognizable.
For specific help on formatting common business documents, check out the many desktop and online resources available on this topic.
Jack
Related Links:
Tuesday, November 30, 2010
Personal Productivity: How To Jump-Start Your Writing Projects
Generally speaking, thoughts and ideas need time to percolate. As such, it is not unusual to procrastinate and “spin one’s wheels” at the onset of most writing projects.
Needless to say, in the Business World, most of us cannot afford to wait for our ideas to crystallize as deadlines are often non-negotiable. In the same light, there are times when ideas and words just wont flow, no matter how long one stares at that blank screen.
A more productive and logical way to facilitate the Writing Process is to get in the habit of outlining your writing objectives.
This is an elementary writing technique for sure, but unfortunately, it is one that many modern Business Communicators tend to disregard. Granted, Word Processing Programs make it easy to edit as you write, but this ignores the merits of "planning your work, and working your plan".
The upshot is that when you take the time to articulate your objectives, it forces you to focus your energy and creative instincts on the task at hand. Simply speaking, it gets the project off “square one” by providing a framework for all the subsequent steps in the Writing Process.
If you have gotten out of the habit of planning and outlining your writing projects, why not reacquaint yourself with this valuable time-saving tool? You may be surprised at how this simple technique will help get your projects done on time and with less anxiety.
As you begin your next writing project, do the following:
1. Spell out your writing objective in clear terms.
2. Use this objective to outline your main points.
3. Collect and organize your supporting data, if applicable.
4. Construct a detailed outline.
5. Expand the outline into a working draft.
6. Review, edit and refine your document.
7. Finalize your communication.
As a final note, be mindful that the more time you invest in the preparation and planning of your projects, the more productive you will be in the long run. And outlining is the time-honored way effective communicators "jump-start" their projects. It beats staring at a blank screen.
Jack
Needless to say, in the Business World, most of us cannot afford to wait for our ideas to crystallize as deadlines are often non-negotiable. In the same light, there are times when ideas and words just wont flow, no matter how long one stares at that blank screen.
A more productive and logical way to facilitate the Writing Process is to get in the habit of outlining your writing objectives.
This is an elementary writing technique for sure, but unfortunately, it is one that many modern Business Communicators tend to disregard. Granted, Word Processing Programs make it easy to edit as you write, but this ignores the merits of "planning your work, and working your plan".
The upshot is that when you take the time to articulate your objectives, it forces you to focus your energy and creative instincts on the task at hand. Simply speaking, it gets the project off “square one” by providing a framework for all the subsequent steps in the Writing Process.
If you have gotten out of the habit of planning and outlining your writing projects, why not reacquaint yourself with this valuable time-saving tool? You may be surprised at how this simple technique will help get your projects done on time and with less anxiety.
As you begin your next writing project, do the following:
1. Spell out your writing objective in clear terms.
2. Use this objective to outline your main points.
3. Collect and organize your supporting data, if applicable.
4. Construct a detailed outline.
5. Expand the outline into a working draft.
6. Review, edit and refine your document.
7. Finalize your communication.
As a final note, be mindful that the more time you invest in the preparation and planning of your projects, the more productive you will be in the long run. And outlining is the time-honored way effective communicators "jump-start" their projects. It beats staring at a blank screen.
Jack
Tuesday, November 23, 2010
Word Processing: Avoiding Common Pitfalls
It seems like ancient history, but it wasn't all that long ago when writing anything more formal than a friendly letter involved penning a draft in longhand and then finding a way to get the draft typed and often retyped.
Fortunately, this is no longer the case as Word Processing makes it possible to draft, edit and finalize documents with ease. This innovation has had an obvious positive effect on personal productivity, but it is not without shortcomings. And users need to aware of these.
Likewise, keep the following pitfalls in mind as you draft and finalize your writing:
1. Word Processing Programs Are “Blind” To Tone, Style and Nuance.
Writing is a process that involves synthesizing ideas and selecting the “right” words to express these ideas. That said, Word Processing, for all its positives largely remains a mechanical facsimile of this process. Thus, it is still up to the writer to impart style, produce relevant content, and work the subtleties of language into their writing.
2. Word Processing cannot distinguish editing from over editing.
Writers can now check spelling and grammar with just a "click" on a menu. And amending, cutting and moving text around a document is a snap. These features are terrific labor-saving devices for sure, but “pain-free” editing can also have a sanitizing effect on clarity and continuity of thought.
In this regard, be mindful that a well-crafted communication involves more than proper vocabulary, word usage, and grammar. While these are certainly important, the content and purpose of the message, logically presented, should be the writer’s prime objective. Writing refinements can be made after this objective is met.
3. Word Processing cannot create ideas.
Creativity is often described as 90% perspiration and 10% inspiration. And this is true no matter how much computing power writers have at their disposal. The upshot is that Word Processing should be viewed for what it is, a Personal Productivity Tool, not a "writing made easy" tool.
In the context of Business Writing, this means that communicators must rely on their abilities and perspectives to outline, present or advocate. Word Processing cannot do these things for you. At least not yet!
When all is said and done, writers should embrace Word Processing and learn to use it for all it's advantages; however, it's the writer's skills and talents, and not a computer program, that should always be the arbiter of what to write and how to write it.
Jack
Fortunately, this is no longer the case as Word Processing makes it possible to draft, edit and finalize documents with ease. This innovation has had an obvious positive effect on personal productivity, but it is not without shortcomings. And users need to aware of these.
Likewise, keep the following pitfalls in mind as you draft and finalize your writing:
1. Word Processing Programs Are “Blind” To Tone, Style and Nuance.
Writing is a process that involves synthesizing ideas and selecting the “right” words to express these ideas. That said, Word Processing, for all its positives largely remains a mechanical facsimile of this process. Thus, it is still up to the writer to impart style, produce relevant content, and work the subtleties of language into their writing.
2. Word Processing cannot distinguish editing from over editing.
Writers can now check spelling and grammar with just a "click" on a menu. And amending, cutting and moving text around a document is a snap. These features are terrific labor-saving devices for sure, but “pain-free” editing can also have a sanitizing effect on clarity and continuity of thought.
In this regard, be mindful that a well-crafted communication involves more than proper vocabulary, word usage, and grammar. While these are certainly important, the content and purpose of the message, logically presented, should be the writer’s prime objective. Writing refinements can be made after this objective is met.
3. Word Processing cannot create ideas.
Creativity is often described as 90% perspiration and 10% inspiration. And this is true no matter how much computing power writers have at their disposal. The upshot is that Word Processing should be viewed for what it is, a Personal Productivity Tool, not a "writing made easy" tool.
In the context of Business Writing, this means that communicators must rely on their abilities and perspectives to outline, present or advocate. Word Processing cannot do these things for you. At least not yet!
When all is said and done, writers should embrace Word Processing and learn to use it for all it's advantages; however, it's the writer's skills and talents, and not a computer program, that should always be the arbiter of what to write and how to write it.
Jack
Monday, May 3, 2010
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
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
Monday, April 5, 2010
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
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
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