Elements of Effective Business Writing

Business writing that commands attention and can be understood easily is essential for survival in today’s business environment. Business writing can impact on the whole business cycle; it can win business; it can lose business and it can communicate the framework by which results can be achieved.

As an employee, you will be expected to process volumes of available information and shape useful messages that respond to the needs of customers or clients, co-workers and supervisors, and other key business partners. Your ability to produce crisp and effective writing pieces is pivotal to your success on your job.

  1. Impeccable grammar: Grammar refers to the rules that govern a language. It determines what is correct and what is not in any given language. An effective business writing skill requires that your grammar be impeccable. Poor grammar can make you look incompetent and unprofessional.
  2. Appropriate use of vocabulary: One of the major skills required in business writing is the ability to use words appropriately. It could take you a longer time to compose a letter or write a report if you don’t have enough words to capture your message right away. Therefore, the more words you know, the easier it is for your readers and listeners to understand you.
  3. Cohesive Paragraphs: In business writing, paragraphs are not usually very long. It could be as short as just a line and as long as eight lines in some cases. Ideally, a maximum of six lines is desirable. Importantly, however, paragraphs should be cohesive and focused. Use linking expressions to introduce your paragraphs.
  4. Pronoun Consistency: Anaphor is the pronoun used to refer to a word or phrase used earlier. It is important to be consistent with the deployment of pronouns in your writings.
  5. The Rule of Three: The rule of three is a principle in writing that suggests that things that come in threes are inherently easier to understand, appears complete, satisfying and more effective. It gives the sense that you can make your writing effective by building three body points. People find it easy to assimilate messages presented in threes. If you have several parts, you may reduce them into three major segments to make it simpler. Essentially, give a background, present the issue and give a compelling conclusion.
  6. No Cliché: Clichés are words or phrases that have become overused and are no longer effective. They are not grammatically wrong, but have lost their savour or essence in modern writing. They are dead expressions.

An excellent writing skill will enhance your work and contribute immensely to the success of your organisation.

Adapting your Message to your Audience

Communicating effectively begins with the writer’s ability to envision and adapt her message to her audience. Adaptations include focusing on the receiver’s point of view; communicating ethically and responsibly; building and protecting goodwill; using simple, contemporary language; writing concisely; and projecting a positive tactful tone. Observe the following to adapt your message to your audience:

Focus on the Receiver’s Point of View: Ideas are more interesting and appealing if they are expressed from the receiver’s viewpoint. Developing a “you attitude” rather than a “me attitude” involves thinking in terms of the other person’s interests and trying to see a problem from the others’ points of view. A letter, memo, email, or phone call reflecting a “you attitude” sends a direct signal of sincere concern for the receiver’s needs and interest.

Communicate Ethically and Responsibly: The familiar directive “with power comes responsibility” applies especially to your use of communication skills. Because business communication affects the lives of many, you must accept responsibility for using it to uphold your own personal values and your company’s standards of ethical conduct. Before speaking or writing, use the following guidelines to help you communicate ethically and responsibly:

  • Is the information stated as truthfully, honestly, and fairly as possible?
  • Does the message embellish or exaggerate the facts?
  • Is your viewpoint supported with objective facts?
  • Are ideas stated with tact and consideration that preserves the receiver’s self-worth?
  • Are graphics carefully designed to avoid distorting facts and relationships?

Use Euphemisms Cautiously: A euphemism is a kind word substituted for one that may offend or suggest something unpleasant. For example, the idea of picking up neighbourhood garbage does not sound especially inviting. Someone who does such work is often referred to as a sanitation worker. This term has a more pleasant connotation than garbage collector. Generally, you can recognize such expressions for what they are—unpleasant ideas presented with a little sugar coating. Knowing the sender was simply trying to be polite and positive, you are more likely to react favourably. You will also want to avoid doublespeak, also known as doubletalk or corporate speak. Such terms refer to euphemisms that deliberately mislead, hide, or evade the truth. This distortion of the truth is often found in military, political, and corporate language.

Use Contemporary Language: Business messages should reflect correct, standard English and contemporary language used in a professional business setting. Outdated expressions, dull clichés, and profanity reduce the effectiveness of a message and the credibility of a communicator.

Avoid Profanity: Increasing tolerance of profanity is an issue of concern to society as a whole and also for employers and employees as they communicate at work. You must consider the potential business liabilities and legal implications resulting from the use of profanity that may offend others or create a hostile work environment. Recognise that minimising or eliminating profanity is another important way you must adapt your language for communicating effectively and fostering human relations in a professional setting.

Use Simple, Informal Words: Business writers prefer simple, informal words that are readily understood and less distracting than more difficult, formal words. If a receiver questions the sender’s motive for using formal words, the impact of the message may be diminished. Likewise, the impact would be diminished if the receiver questioned a sender’s use of simple, informal words. That distraction is unlikely, however, if the message contains good ideas that are well organized and well supported. Under these conditions, simple words enable a receiver to understand the message clearly and quickly.

Myriad of things are competing for the 21st century readers’ attention. A research by Microsoft revealed that an average human now has an attention span of eight seconds. As a writer, you have the responsibility to get the attention of your audience and sustain it.

 

Reference

Business communication by Carol M. Lehman & Debbie D. Dufrene

 

Interpersonal Intelligence and Effective Workplace Communication

Communication is pivotal to the success of any organisation; a breakdown in communication in any organisation is a harbinger of failure. Everything revolves around effective communication. For a smooth running of any organisation, leaders must be able to accurately communicate the organisation’s visions and goals, individual roles, core values, deliverables etc. In the same vein, employee must also possess the ability to effectively exchange information and meaning within the workplace.

Carol Lehman defined Communication as the process of exchanging information and meaning between or among individuals through a common system of symbols, signs, and behaviour. Going by this definition, an effective communication is hinged on individuals’ interpersonal intelligence (people smart skills).

Interpersonal intelligence is the ability to read, empathise, and understand others. People with interpersonal intelligence are good with people and thrive in social interaction. Rather than being a quality that some are born with while others are not, interpersonal intelligence can be improved by broadening your understanding of human behaviour and motivation and practicing certain behaviours when in interpersonal situations. The following tips can help improve your PeopleSmart skills:

Understand people: In order to improve your interpersonal intelligence, you must be intentional and strategic about understanding people. Mel Silberman Suggested three broad ways through which this can be done:

  • Listening and Observing: To understand people, you must make a conscious effort to listen to their ideas and points of view, and observe their body language.
  • Clarify Meaning: The core level of understanding is recognising the significance of what the other person tells us. Delve beyond facts and figures to access the underlying meaning being communicated. To achieve this, ask open ended questions, paraphrase and respond to feelings.
  • Interpret Behaviours: Attempting to understanding actions of individuals with whom you share the same values and world view may be easier than trying to understand the actions of people of different culture. You can interpret co-workers/colleagues’ behaviours by evaluating their personal goals, assessing their personal styles, and recognising their differences.

Express yourself Clearly:  If your goal is to improve your interpersonal intelligence, you must strive to always communicate clearly. Good verbal communication means saying just enough – do not talk too much or too little. Try to convey your message in as few words as possible. To improve on your clarity, endeavour to always talk straight and include the listener in the communication process.

Assert your Needs: Your listeners and co-workers cannot read your mind, therefore, tell them what you want. “Besides having healthy limits, you need to speak up so others know what they are. Holding back what you need from others only leads to frustration.” You should make sure to understand what you stand for and you should communicate that clearly to others. Improve your assertiveness by being decisive, remaining calm and confident, and being persistent.

Feedback: Feedback is important to effective communication – Effective communication is only possible if communicators at all organizational levels seek out feedback and take appropriate actions to ensure that the intended meaning is passed on to the relevant audience. Feedback is something we give as well as receive. Whether the gift is welcome or not depends on knowing when and how to share our reflections so that others accept, value, and seek out our point of view. When we exchange feedback in a caring and skilful way, we open a window on the world. We like to think we know ourselves, and most of us do in many important respects. We know our likes and dislikes, our feelings and beliefs, what makes us laugh and cry. But others have a vantage point we can never hold. They are our mirrors. If we hide from or deny their perspectives, we miss out on vital information.

People with high interpersonal intelligence easily empathise with others and are gifted in dealing with other people. Your ability to communicate effectively will improve considerably if you follow the steps highlighted above.

[HDquiz quiz = “30”]

  • PeopleSmart: Developing your Interpersonal Intelligence by Mel Silberman
  • Business communication by Carol M. Lehman & Debbie D. Dufrene