Another significant step in order to make an impact on your audience is to know them. For example, if you simply send a letter to employees about attending a conference on a Sunday and reiterating that it is a requirement, a portion of your workforce might resume to work with worries in their heads because they have religious obligations to meet on Sundays. If you can tailor your letter without touching any religion, culture or sensitive issue in an uncomfortable way, work would be much smoother and solidarity among the people will remain intact.
Purpose and Audience Your purpose and your audience will determine many critical features of your document, including your format, strategy, and word choice.
So the first thing to determine when you are writing a document is -- Who effective business writing guidance your primary and secondary audiences? Primary audiences are those who receive the communication directly.
Secondary, or "hidden", audiences include anyone may indirectly receive a copy of the communication. These include anyone who will receive a copy, need to approve, will hear about, or be affected by your message. You should determine the level of knowledge, interest, and any potential biases the audience may have with regard to your message.
A formal business letter is preferred when presenting information to a professor, a superior, or when the communication will be seen by many.
See appendix A for a sample business letter. A memo memorandum is a less formal style that is used when the information being communicated is of less importance, does not leave the office, and when communicating with subordinates. See appendix B for one sample format. E-mail is the least formal of the styles presented here and should only be used for informal communication such as reminders, questions, or when preferred by the recipient.
It is important to note that e-mail is public domain. No confidential messages should be sent via e-mail unless you have company technology and policy that allows for secure communication.
See appendix C for a sample e-mail. If your audience has a high interest level in your communication you can go directly to the point without taking much time to arouse their interest. Build a good, logical argument. Keep your message as short as possible, long documents are intimidating and listeners tend to tune out what seems like rambling.
If your audience is positive or neutral, reinforce their existing attitude by stating the benefits that will accrue from your message. If they have a negative bias, try one of these techniques: Finally, if you are liable to encounter strong opposition use the "inoculate" technique.
List the opposing arguments and explain why you rejected them. Word Choice Overuse of jargon or acronyms in a communication make document hard to read, even if the primary audience is familiar with them.
You should limit the use of jargon and acronyms in a communication to as few as possible, particularly if your primary or secondary audiences are not as well versed in their use.
You must also watch for confusing or incorrect word choice in your document. See appendix D for a list of commonly misused words. Structure The introduction is an important place to set up the underlying flow for the rest of the document. An effective introduction accomplishes three aims:An effective introduction accomplishes three aims: It builds readers interest, explains your purpose for writing, and it provides a preview of the document.
Build the readers interest. One method to build interest is to refer to an existing situation, to establish a context. Effective business writing skills can help you win that million dollar contract, earn a promotion, resolve a dispute, or generate a significant increase in new business leads.
Poor business writing, on the other hand, can never be undone; it can cause you to lose business to your competition and. A Los Angeles Business journal article explained that billions of dollars are lost due to insufficient writing skills among business people.
It happens, for example, when a customer does not understand the email, marketing tool, or proposal by a company because of wrong grammar or awkward style and tone. Syllabus: BWC95 Business Writing Essentials. The Business Writing Essentials course teaches the essential best practices business people are using today to write clear, effective, professional business documents, including e-mail, memos, letters, reports, and other documents.
A business-writing guide is a quick and handy tool especially if you are in a fast-paced business environment where concise, accurate and to the point content is always required.
Most business-writing guides are a culmination of different business writing courses, workshops, and all have a common goal towards improving communication skills of a business individual. A Los Angeles Business journal article explained that billions of dollars are lost due to insufficient writing skills among business people.
It happens, for example, when a customer does not understand the email, marketing tool, or proposal by a company because of wrong grammar or awkward style and tone.