However that is not enough, as they will not pick up all errors. Let the spelling and grammar checkers help you there. “I will call you next Monday to discuss this further”.įocusing on the contents and structure, it is easy to overlook, grammatical and spelling errors. Another way to end the document is with an “action step” where appropriate eg. Regarding the conclusion, if the document is a long one, you need to restate your main ideas, and recommendations. Each paragraph should begin with a generalisation and every sentence in the paragraph should support the generalisation. For clarity’s sake make sure that each paragraph does not deal with more than one point. Also explain the purpose of your document and give a general overview of what is to follow.ĭepending on the format you may have one or more paragraphs in the main body. In your introduction it is important to grab the reader’s attention. Once you have collected enough information to communicate your message and keep the reader interested it’s time, to create a structure. This is a technique that allows you to structure the data you are putting together and can offer you insight and clarity on the topic. Whatever the case, take notes of all the information you are collecting.Ī highly effective way of note taking is to use mind mapping. You may have all the information at your fingertips or you may need to involve colleagues, and do some research. Such issues are often best dealt with face to face.Ĭollect all the information you need. for example if you want someone to accept your suggestion and you know that they will have a lot of objections, a face to face meeting will be far more effective, so you can deal with all the concerns then and there.Īlso some sensitive issues cannot be effectively dealt with in writing, where you cannot manage and influence the reaction of the reader. Once you know what you want to achieve, you may find that writing is not the best way to achieve it. Is writing the best way of achieving your purpose? Write with them in mind, they can influence the response to your letter. Will your reader circulate the document t others, will he take it to someone for approval? So remember there are more people who may see your document, not just the person you are addressing it to. It’s important to know who else might read the document and influence the outcome. Start off with points you believe they will agree with.Answer anticipated objections in your document.Limit your request to the easiest one for them.If on the other hand you know they feel negatively about it, then try one of the following techniques: If it’s positive reinforce that attitude by stating the benefits of your message. What does the reader need to know, what is she interested in, what does your reader value? How much does the reader already know about the topic? With every sentence the reader is subconsciously asking herself the question “What’s in for me.” If there is “nothing in it for her” she will stop reading the document.Įvaluate your reader’s perception regarding your message. Who is going to see what you have written? Perhaps it’s a client, or a colleague or a supplier? Write with that reader in mind. Formats vary, from informal emails and memos to more business letters, reports, recommendations, and proposals. Your purpose will determine the format, structure and word choice. Do you want the reader to accept your suggestions, or do you want to provide the reader with a more in-depth understanding of an issue, or do you want the reader to follow your instructions? You need to be very clear about the purpose of your communication, otherwise the document will sound too weak. Have a clear idea of what you want to achieve by writing the document. How to start, how much detail to include, what structure to follow, how to conclude, how to hold the attention of the reader are all concerns of the business writer that can be dealt with using some easy to follow guidelines. Many people find writing a challenge, whether they are writing a letter, report or internal memo. Writing is easy: All you do is sit staring at a blank sheet of paper until drops of blood form on your forehead. Overcome the challenge of business writing Overcome the challenge of business writing
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