With the advent of the internet and mobile technology, there are so many forms of communication at our disposal that today’s business world is almost entirely driven by information. In order to be successful in this world it is no longer enough just to be a good strategist or effective organiser – you have to learn to be a skilled communicator.
The problem is that most business-minded people probably don’t have a huge amount of experience in writing, and business courses don’t tend to stress building up strong writing skills as part of their programme. But think about it: Almost every day in business you will be required to send emails, compose newsletters or proposals ... the list goes on. A carelessly written email or report may well cost you dearly, so it’s imperative that you make effective business writing a top priority. Here are some things to consider:
Economy: In business, when you have a point to get across you want to do it succinctly before the recipient gets bored or becomes distracted. Remember that just as you are a busy person, the person you are messaging is likely to be the same and won’t have time to read a lengthy missive. Work out the most important points of what you want to say and get them down straight away. You don’t have to be rude or abrupt, but busy people appreciate brevity wherever possible.
Avoid jargon or clichés: By now most people in business are heartily sick of hackneyed phrases like ‘thinking outside the box’ or ‘blue-sky thinking’. Today, people much prefer it if you use simple, clear language that anyone can understand and says what you really mean. Using vague, clichéd phrases in reports or proposals can even make you sound as though you are trying to hide an essential lack of substance which will instantly put potential business partners or clients off.
Proofread everything: Reading through every document before you send it or present it is an essential part of your job if you want to avoid embarrassment. Typos happen to everyone, but if you leave them in there then it reflects badly on your company. It’s important to proofread twice, as sometimes your brain can pick up on some things the first time around but miss others.
Get the tone right: When sending out business emails, for example, you need to strike the right balance. Contrary to popular belief, you don’t have to be overly formal to sound professional – in fact it helps to build up business relationships if you are friendly and remember small details about the person you are contacting. Don’t go too far though: avoid any jokes that might be offensive, however harmless they seem to you; don’t complain about your job or colleagues; and don’t swear. Basically, the idea is never to send anything you wouldn’t be comfortable with anybody else in your company reading.
Whilst the above are all helpful pointers, if you are not confident about your grasp of English for business purposes you may want to consider learning English online. There are several good online training courses, such as ‘Better English: A Better Future’ which is specifically targeted towards business people to improve their grasp of grammar and the correct forms of business communication, and also has a staff training programme. Learning English online should enable you to feel more confident about your writing skills or those of your staff, and it’s far easier for businesses as it allows learners to work around their own hours and at their own pace rather than having to attend classes.
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