Written communication plays a vital role in day-to-day business activities. Effective written communication always drives people towards the business success.
Written communication can do through various channels. People can communicate by writing effective emails, business letters, memos, presentations or notices. Selecting the most suitable communication channel is essential.
In an organization, there are people with different abilities and skills. Use of appropriate writing styles is necessary. When communicate with company directors or managers, style is different. No one can use the same style when placing a notice for ground level workers.
Most business professionals, such as marketing, finance, and research and development managers, need excellent writing skills to properly convey ideas and concepts.
The components of writing style are given as following:
Attractive style=
Writing styles are very important to advertising copywriters. These professionals create magazine, newspaper, and Internet advertisements to convince readers to purchase a company's products or services. For example, an advertisement's headline must grab the consumer's attention and get her to read the company's offer. A company's sales brochures and other advertising materials must also be written effectively.
Conciseness=
During a regular business day, bosses write emails to employees notifying them of meetings or providing instructions for specific projects. These written messages must be concise and self-explanatory, so workers can be productive and not waste time asking for further instructions. Business people are busy and well-written communications help save time. In this way conciseness save time.
Understandable=
It is very important in communications that it must be easy to understand for everyone, all the communication means including emails, reports, presentations, company brochures, sales materials, and visual aids must contain easy language. For example, a marketing research manager's reports should be comprehensive and informative, yet written on a level that any employee can understand.
Excellent skills=
Every writing style require excellent skills to attract, select, and hire the right employees. It takes a considerable amount of money to place advertisements and hire employees. Job advertisements must appeal to job applicants with the right education and experience. Human resources managers with the best writing skills know how to state specific qualifications in a job advertisement.
Discreetness=
There must be discreetness in their writing style. For example, employees should not write emails when they are angry or upset as emails can be saved and later printed. An employee who says inappropriate things in an email can create trouble or even be fired. Jokes, profanity, and crude written communications are also prohibited in the workplace.
All good communicators should think about How much information and detail will they need?
Should you use specialist terms or should you “translate” these to make yourself understood by a generalist reader?
How formal or informal should your writing be?
For example:
A scientific paper aimed at an audience of non-scientists would have to be written in simpler and less technical language.
A report in the Financial Times would be written in a very different style from one covering the same issue in the Sun
Emails sent with job applications should be treated more formally than emails to friends and family
Writing style must contain following things:
Does it look neat, and elegant?
For example, Microsoft's new CEO used 3,000 words to communicate what he wanted from his staff.
Bill Gates used 11 words: ‘To put a computer on every desk and in every home’.
Is it simple, direct and lucid?
For example a bureaucrat would write:
Political organization administered directly via the populace, intended for the employment of the general community, on behalf of each and every one of the citizens of the nation.
Are paragraphs too long?
Paragraphs of less than 10 lines are easier to read.
Is a blank line left between paragraphs to aid clarity?
Are sentences too long? A sentence should contain just one idea. Sentences with more than 30 words should normally be split.
Is the first sentence interesting/ Does it draw the reader in?
Have you avoided unnecessary jargon? "I seamlessly monetized the leverage to our solutions management ecosystem via a high synergy ask"
Is the style suitable for the intended audience?
A scientific report aimed at an audience of non-scientists would have to be written in simpler and more jargon free language.
Are bulleted lists used where appropriate?
Have you used short, concrete, familiar words rather than long, obscure, complex words?
Use the active words where possible rather than the passive voice? "It is recommended ...." should be replaced by "We recommend" as this is simpler and more direct
Have you kept wordy phrases to a minimum?
Have you avoided repetition?
All these above points must be considered in order to make business communication perfect with the help of these best writing styles.
Written communication can do through various channels. People can communicate by writing effective emails, business letters, memos, presentations or notices. Selecting the most suitable communication channel is essential.
In an organization, there are people with different abilities and skills. Use of appropriate writing styles is necessary. When communicate with company directors or managers, style is different. No one can use the same style when placing a notice for ground level workers.
Most business professionals, such as marketing, finance, and research and development managers, need excellent writing skills to properly convey ideas and concepts.
The components of writing style are given as following:
Attractive style=
Writing styles are very important to advertising copywriters. These professionals create magazine, newspaper, and Internet advertisements to convince readers to purchase a company's products or services. For example, an advertisement's headline must grab the consumer's attention and get her to read the company's offer. A company's sales brochures and other advertising materials must also be written effectively.
Conciseness=
During a regular business day, bosses write emails to employees notifying them of meetings or providing instructions for specific projects. These written messages must be concise and self-explanatory, so workers can be productive and not waste time asking for further instructions. Business people are busy and well-written communications help save time. In this way conciseness save time.
Understandable=
It is very important in communications that it must be easy to understand for everyone, all the communication means including emails, reports, presentations, company brochures, sales materials, and visual aids must contain easy language. For example, a marketing research manager's reports should be comprehensive and informative, yet written on a level that any employee can understand.
Excellent skills=
Every writing style require excellent skills to attract, select, and hire the right employees. It takes a considerable amount of money to place advertisements and hire employees. Job advertisements must appeal to job applicants with the right education and experience. Human resources managers with the best writing skills know how to state specific qualifications in a job advertisement.
Discreetness=
There must be discreetness in their writing style. For example, employees should not write emails when they are angry or upset as emails can be saved and later printed. An employee who says inappropriate things in an email can create trouble or even be fired. Jokes, profanity, and crude written communications are also prohibited in the workplace.
All good communicators should think about How much information and detail will they need?
Should you use specialist terms or should you “translate” these to make yourself understood by a generalist reader?
How formal or informal should your writing be?
For example:
A scientific paper aimed at an audience of non-scientists would have to be written in simpler and less technical language.
A report in the Financial Times would be written in a very different style from one covering the same issue in the Sun
Emails sent with job applications should be treated more formally than emails to friends and family
Writing style must contain following things:
Does it look neat, and elegant?
For example, Microsoft's new CEO used 3,000 words to communicate what he wanted from his staff.
Bill Gates used 11 words: ‘To put a computer on every desk and in every home’.
Is it simple, direct and lucid?
For example a bureaucrat would write:
Political organization administered directly via the populace, intended for the employment of the general community, on behalf of each and every one of the citizens of the nation.
Are paragraphs too long?
Paragraphs of less than 10 lines are easier to read.
Is a blank line left between paragraphs to aid clarity?
Are sentences too long? A sentence should contain just one idea. Sentences with more than 30 words should normally be split.
Is the first sentence interesting/ Does it draw the reader in?
Have you avoided unnecessary jargon? "I seamlessly monetized the leverage to our solutions management ecosystem via a high synergy ask"
Is the style suitable for the intended audience?
A scientific report aimed at an audience of non-scientists would have to be written in simpler and more jargon free language.
Are bulleted lists used where appropriate?
Have you used short, concrete, familiar words rather than long, obscure, complex words?
Use the active words where possible rather than the passive voice? "It is recommended ...." should be replaced by "We recommend" as this is simpler and more direct
Have you kept wordy phrases to a minimum?
Have you avoided repetition?
All these above points must be considered in order to make business communication perfect with the help of these best writing styles.
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