5 Tips to Simplify Your Business Writing

One of the most critical skills in communication and business is the ability to express yourself in a clear and concise manner. Keeping things simple in our “crazy busy worlds”, where we are inundated with too much information (”TMI”), can be a challenge. If you think it’s difficult to say it simply, writing it can be even tougher. And yes, there are still many people who write more than 140 characters at a time.

Here are 5 tips to simplify your business writing:

1- Clarify in your mind. Before you begin to write anything, whether it’s a letter, report or e-mail, your message must be clear in your mind. If you are confused or overwhelmed with the information, it will be difficult to express it in writing. To get focused, ask yourself: what is the main reason for my correspondence? What is my point? What is my goal? Try this: write down your idea or purpose on the back of your business card. If it doesn’t fit, you’ve got clarity issues.

2- Draft an outline. Pretend you’re in 8th grade Social Studies class and have to write a report. If you’re like me, you had to first draft an outline with topics, main headings and supporting details. By using this proven system and including only key phrases and punchy words, you will quickly be able to make your point. This will also help you include only relevant information.

3- Tell the reader what to expect. If your correspondence is long, introduce the format you will be using in your opening lines. For example, if you’re a bank manager and you’re writing a two-page memo on new security measures, you may want to begin by stating: “The purpose of this memo is to inform all bank staff about new security measures adopted by the Board. The first two sections will address Topics A and B. The remaining three sections will cover Topics C, D and E.” This format will mentally prepare the reader for what’s to come. They will know there are five issues and will have a broad idea of the information that follows.

4- Use bullet points. Bullet points provide white space for the reader and break down separate thoughts and details. They also keep your writing concise and on track. You can limit each point to a few sentences. This will force you to choose your words carefully. We’ve become a society of “skimmers”. Make it easy on the reader.

5- Write to express, not to impress. Your reader will appreciate when you use easy-to-understand language and short sentences. I write the way I speak, conversational, concise and direct (my husband says I am painfully blunt. Hmm..)  I don’t want to send people to the dictionary or confuse them. Be yourself and be simple. It’s a winning formula when it comes to writing.

Finally, review your letter or memo before sending it. I print things out prior to sending them. Reading on a computer screen is different than holding a document in your hand and reading it. I tend to make changes and catch errors when I am reviewing a hard copy. Regardless of whether you read your letter on a screen or on paper, be sure to check it before sharing it with others.

Tagged as: Business, Communication, Interpersonal Communication, Writing