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How to Save Time And Write More Effectively For Your Business

business-writing

If you think about it, the success of your business depends on your ability to communicate. You cannot win over customers, get people to invest in your ideas, or get your team to do what you need them to do without this skill. Verbal communications skills are certainly important, but let’s be honest. In business, all of the important stuff is in written form.

If you have good writing skills, your can communicate more efficiently and more effectively. The following nine steps can help you to improve your writing skills in no time.

1

Know Your Audience And Understand Their Needs

Before you start writing anything, take some time to consider who your recipients are. If you don’t understand their needs, your writing will not be effective. For example, if you are contacting a community relations coordinator at a local bank to request that they sponsored a charity event, you want to give them a brief overview of the event. You will also want to communicate to them how their sponsorship will benefit them (e.g. advertising space on promotional materials).

 

On the other hand, if you were communicating about the same event to executives within your organization, they might need information on the overall progress you were making in putting this event together. What they probably don’t need is the nitty gritty information that the finance people might need.

2

Maintain a One to One Relationship Between Topic And Communication

What if you need to address more than one audience at the same time? What if you have multiple topics to address? If this is your situation, stop and take a step back. Cramming everything into one email, letter, or document isn’t going to do any good. You will either blindside people with too much information, or they won’t get the details that they need.

 

Don’t try to cover more than one topic in a single piece of communication. Instead, break things down so that people only receive the information that they need. If you want to provide everybody with a summary or a recap, send that separately.

3

Check Your Standards or Style Guide

Your company might have some internal standards that they have established with regard to written communications. If this is the case, be sure that you know them. In some instances, anybody who is writing on behalf of a company, especially if that writing is intended to be picked up by the media, will be expected to use AP style.

4

Get to The Point And Embrace Brevity

Don’t say something in three sentences that you can effectively say in one. Greetings are okay, but if you haven’t arrived at your point within the first couple of sentences, it may be time to do some editing. There may be some exceptions to this. For example, a high needs customer might require a bit of ego stroking and finesse. For the most part though, people reading business related communications prefer brevity.

5

Consider Using The Second Person Voice

As a student, you were probably discouraged from using the second person voice. While it’s true that this isn’t an ideal approach to academic writing, it can be very effective in business writing. This is because it directly addresses the reader, and that’s important. In many cases, you want to communicate to someone that you care about their problems. This is often best done by addressing them directly. If you cannot truly personalize your communication, the second person voice is the next best option.

6

When in Doubt Use a Dictionary

Is that the right word? Almost everybody has asked that question of themselves when they were writing something. If you are writing a quick note to a friend, you might be able to get away with taking a wild stab, and  hoping that you are correct. However, if you are writing for business, there is no room for this kind of error. Dictionary.com and other websites are only a click away.

7

Use Tools to Make Sure You Really Get Things Right

As a professional, you want to put your best foot forward when it comes to writing to clients, customers, investors, etc. Fortunately, there are many tools that you can use to help accomplish this goal. For example, if you aren’t completely confident in your spelling and grammar, check out Grammarly. If you worry that your writing is tedious or that you aren’t communicating effectively, try  using the Hemingway app. You can identify sentences that are too long, and other issues that make it difficult to read what you have written.

Further information

Conclusion

Walk through these steps each time you need to write something for your business. Soon, they will become habit. When this happens, your writing will be much more effective. You’ll also spend less time tackling writing tasks.

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Page last edited Aug 21, 2018 History

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