How much time have you wasted trying figure out the message contained in poorly written memos and e-mails?
It can be as simple as a memo asking employees to review a new policy, or use a special entrance during business hours. Often, however, poor business writing can lead to such simple messages becoming unclear and the objects of the company rumor mill.
Memos often take way too long to get to the point, and contain unclear language and inappropriate tone. Using jargon and confusing sentence structures causes employees to miss the point and put the messages aside.
Our team has written letters, memos, press releases and many business communications for years. So here’s some advice:
- Make your email simple and direct.
- Skip the fluff and the large vocabulary.
- Like a good journalist, answer the following questions: who, what, when, where, why and how.
- Finally, make sure your tone is suitable for your message.
The tone is very important because it reflects how one feels when reading or hearing the message. It shows that the writer cares about the receiver of the message.
Clearly written business documents ensure reader comprehension and quick response, which is important with the high volume of information that gets passed through offices each day.
So why say something in three sentences when you can say it in one? Why say something in 12 words when you can say it in six?
We’ve trained employees and managers alike on how to write effective communications. How can our team help you with your communications?
By Sue Voyles