In today’s cut-throat business scenario, “survival of the fittest” theory has become increasingly applicable. People try out various ways and means to stay afloat or excel in their business. Businessmen always strive to develop new strategies for the growth of the company. And, this can only be achieved when they are able to reach out to people. If their approach is correct, these people can become their future clients, business partners, etc. Thus, communication is indispensable for business activities, and it mainly relies on writing. Business writing refers to any written document used as a medium to communicate and share information. It can be in the form of emails, annual reports, letters, memos, proposals, press releases, brochures, technical documentation, ads, presentations, etc. Planning and implementation of any business activity includes one or more of the above types of business writing. Given its importance, they should be such written so as to be able to convey information in an effective way. Poorly written business writings can lead to disastrous consequences. For many people, however successful they might be, the writing aspect is a stumbling block. So, let us discuss a few tips for business writing that might make it seem a bit easier.
Tips for Business Writing
- Knowing your audience is a key aspect of business writing. You should be aware of the target readers for whom you are writing: whether they are young or old, well educated or not-so-well educated, are from a rural or urban background, what they already know about you, what information they need and why, etc.
- Set your priorities before writing, whether it is just sharing of information, or advertising your product, or explaining the operation of a product, etc. Your writing should help in achieving your purpose.
- Everyone’s time is precious. So, don’t write lengthy documents. By the time people reach your actual purpose, they might have already lost interest in reading it. Your writing should be simple and to the point.
- Your writing should be well organized. There should be a logical flow of text and use bullet/number lists to present your information, wherever applicable.
- Avoid using technical jargons in your writing. Only the persons from that particular field will understand them, but not others. But, if you are writing specifically for a particular group of people, then you can use jargons relevant to that field.
- Avoid writing in passive voice. People find active voice content more interesting as it has a concise and direct tone. For example: “Doctors use our product” grabs more attention than “Our product is used by doctors”.
- Keep the language as simple as possible so that people can easily understand. People will lose interest in reading if they come across complicated words.
- Last, but not the least, ensure that your content is error free. Proofread your draft thoroughly before finalizing it. Grammar, punctuation and spelling errors in your business writings can be suicidal for your purpose. In this regard, you can get quite a few handy grammar tips from Strunk and White’s Elements of Style.
These tips may not help you to master the art of business writing, but it sure will put you on the right track. The right way of communication is essential for the success of any business, small or big. Written material is the first thing that people use to reach out to their employees, clients, investors, etc. People judge a company or product by what they get to read about it. Follow these tips so that your writing serves your purpose.