Any business would rely and rest on communications be they for official purposes or for enhancing and upgrading their client base and support to flourish their business. For any business to develop there has to be a regular, proper as well as a transparent channels of communication hierarchy so that the workflow does not in any manner get hampered and the business happens as a regular occurrence. In order to succeed in the professional world; you will have to be able to master effective business communication skills, because you will probably have to write at least occasionally no matter what your job is. Of course you do not need to be Shakespeare.There are always three speeches, for everyone, The one you practiced, The one you actually gave, and the one you wish to you gave”
What is Business Communication?
Any written communication in the form of emails, memos and reports is known as Business Communication. A good, clear, easily readable communication is necessary for effective business communication. And the best part is, you can become an effective business writer with practice.
“All good writing begins with terrible first efforts. You need to start somewhere.”Anne Lamott
Let’s discuss few tips for effective business writing:
While writing the business document quickly get to the point. Tell your readers what they need to know beforehand so they don’t have to seek for it. Making your paragraph brief with every sentence short and direct. Your document becomes easy to read and remember by doing so.
As being professional, always keep your writing polite. Always remember to offer courtesies like “please” and “thank you” and consider using brief greeting or conclusion. In addition let them know what they should do, where to go, if your business writing needs a call to action. Call to action is information that instructs and encourages response from your readers.
To flow everything in logical order clarify sentences, simplify word choice and organize the structure. Once your final draft is finished read your work aloud or ask for feedback. These techniques can help you figure out what works and what doesn’t.
Before your document is polished and ready to go, be prepared if it takes few reading and rewriting as a part of revision. Always remember, Business communication is an art which develops with lots of practice but once you master it you possess an incredibly valuable job skill.
For making an informed decisions, a business report proves to be a useful tool. Business report consist the study of research data, performance analyses and future recommendations.
No matter business report pivot on a particular issue or an entire organization it should be always formal and goal oriented with each and every fact clear and advocated by legitimate sources.
“Writing is an art. But when it is writing to inform it comes close to being a science”Robert Gunning
Firstly, give the report title then write your name, contact information and date of submission. Along with the purpose of the report, provide some background on topic you’ll be discussing. To make your point provide related facts and data using bulleted lists and charts in the key findings. Be specific and clear in information on which your entire report revolves around.
By the end of the report while reaching conclusion, sum up and interpret the vital findings, point out issues found within the data. From the company’s perspective be sure to stay objective, unbiased and focused while recommending the solutions on the found issues based on what you’ve presented.
For all the data you have cited list the sources for references. This will help the reader to determine from where you got your information. Sometimes companies may require an executive summary at the beginning of the report. An executive summary includes the background, key findings and recommendations in a single section. It helps the reader to know the highlights without reading the entire report.
You’ll help your company make informed decisions with your ability to create one of your report by collecting and presenting the facts in an organized way.
Business email has been the keystone of business communication for the past few decades. And over the period of time it’s developed a distinctive style and pattern.
While writing business email make sure you choose your words carefully as it can be copied and forwarded to others indefinitely. Remember to stay professional no matter what you’re writing, because you lose control of an email once you click “Send.” The formality of your writing, however, can vary depending on your company, your reader, subject matter or any other factor but it should be direct, clear and easy to read.
Be brief and descriptive when it comes to the writing subject line, you will lose your readers’ attention if it’s unclear or ambiguous. With one recipient if you want to keep extra recipients in loop without requiring them to respond consider using the CC or Carbon Copy field.
Address the recipient by name if you know. If you want to be more formal use their last name, and if you’re more familiar prefer first name. This will make your greeting brief and friendly.
Keeping your writing brief and focused by starting your email with the main point. Include a call to action if you need a response from your readers. Be sure to mention if you’ve attached a file to your email.
At the end, offer salutations like “Thank you” or “Sincerely.” Then mention your name and contact details.
Consistent practice helps you to develop a powerful skill of concise email writing.By unfailing writing and learning you’ll become a more effective business Communicator.
For making announcements at your workplace or to update your colleagues on important information, a business memo can be an ideal way to address a specific in a formal context.
Often memo is created with a word processor and typically printed for distribution. The format of memo is identical to email: It generally begins with a header section which includes recipients list and other details. Let’s discuss in detail what’s included in the header.
To: Include each recipient’s name and job title – for example, Jeff kalvin, Director of Marketing.
If you’re addressing a designated group, however, simply state the name of the group – for example, Finance Department.
From: Include your name and title.
Date: Write out the complete date – month, day, and year.
Subject: Make the subject brief and descriptive.
Most business memos do not include greetings, like “Dear Mr. Richarson” and directly start with body text. In a memo always put the main point of the paragraph first. To make present points or list clear use bullets or numbers which help to make your writing easy and to the point for the recipients to follow. It may vary depending upon your message or your company’s style generally memos don’t include salutations. But if you do include salutation, make it brief.
For any quality document revision is very important. Consider getting feedback from a colleague to ensure your message is efficient and professional before submitting your memo to your audience.
Practice and study will make your business memo writing skills efficient and polished.
Business Document Formatting
You can get your business document organized and professional with little practice of formatting.
An effective formatting is to keep your document’s subject simple. It allows the content itself to be the focus of attraction by making your document easy to read and direct. Be sure to left align the text, use single-spaced paragraphs and use traditional fonts like Times New Roman or Arial.
Make sure to be uniform throughout your document while using these tips. Be consistent in line spacing, alignment and use one or two fonts per document. Make your graphics like images and charts clear and easy to read in your documents. Don’t add graphics for decoration, use them as needed because unwanted visuals can dominate the page and overshadow your message.
A business document properly formatted makes a big difference in the quality of work. Make time to format and organize your message and it will be professional, clear and effective.
Bonus Tip: ‘Writing for Business’ by Ellen Jovin. One of my favorite book on Business Communication, hope you will also love it.
- While writing the business document quickly get to the point.
- Be specific and clear in information on which your entire report revolves around.
- Remember to stay professional while writing business email.
- Most business memos do not include greetings, and directly start with body text.
- Be consistent in line spacing, alignment and use one or two fonts per document.
Key Learnings :
- Tips on writing for business
- How to write and format a business report.
- The basics of writing a business email
- How to write a business memo
- Tips for formatting business document