One of my duties of my full-time copy writing job is teaching a business writing class to my coworkers. Amazingly enough, it’s turned out to be a popular training class. From the feedback I’ve received, it seems that most people don’t give writing much thought, especially business writing. To most, writing is writing; it’s just stringing words together with some punctuation thrown in now and then. What I’ve tried to emphasize in my class is that business writing is a different animal from the type of writing we’re taught in school or pick up when we enter the professional world.
I can only speak for myself, but when I was in school wordiness was king. I would go on and on in reports and essays in an attempt to hit my word counts. The material I wrote about didn’t really serve any purpose, it was just getting what I thought the instructor wanted on the page and get my grade. (Note: this is referring to standard classes where reports and essays were the norm. This does NOT apply to the writing classes I took. That was a different beast altogether.)
Business writing, however, is about being direct, specific, and clear. There’s no need to fill space with wasted words or erroneous thoughts. In a professional environment, writing is about making money, not making a good grade. So with that in mind, here are some tips for becoming a better business writer.
1. Less is More – People are busy and don’t want to spend too much time reading a bunch of useless text. They want you to make your point and move on. This means you should avoid all the “synergy” and “thinking outside the box” jargon and be clear. Most people to rely on catch phrases and the jargon of the day are either filling up space on the page or trying to sound more intelligent than they really are. Big words and catch phrases have their place, but overusing them loses your reader.
2. Draft – Don’t spend too much time thinking about your first draft. No one is going to see it but you. Just focus on getting all your thoughts on the page. You can clean it up on your next go-round.
3. Revise – I always emphasize the importance of putting away that first draft for a breather before revising. A couple of hours is great; a day is even better. Reviewing your text after taking a break allows you to see it with fresh eyes. It also helps to read it out loud as you revise. Hearing the words helps you to view the text as your potential reader would.
4. Be Professional – There’s a difference between being professional and being formal. Formal is great in an introduction letter, but it can go too far. Professional is a bit more relaxed, but not too casual. Use common sense when writing to a colleague or client. If you want to be treated like a professional, present yourself as one.
5. Be Direct – Don’t hem and haw when writing a letter; get to the point immediately. Most people don’t want to read three paragraphs of text before finding out what it is you want from them (or want them to do). State your point at the beginning, then you offer up the supporting information.
6. Don’t Give Too Many Choices – If you want someone to do something, give them options, but not too many. Every situation is different, but a call to action needs to be direct. If you think you’re company should sign with a new vendor, say so, then give two or three options. The more choices a person has, the harder it is for them to decide.
7. Reference Materials – Don’t be afraid to use a dictionary or thesaurus. It doesn’t matter if it’s paper or electronic, make use of them in order to avoid mistakes and to give yourself a chance to better express yourself. I’ve been writing professionally for almost twenty years, but I still bust out my reference books (dictionary, thesaurus, style guides, etc.) on a regular basis.
This is just a general overview, but I hope you find these tips helpful. Remember, business writing – like any other type of writing – takes practice, but in the end you’ll benefit by coming across as professional and intelligent. Heck, you may even score a promotion.
RB