by Jani Joy

Created on: May 08, 2008   Last Updated: May 13, 2011

-Effective Business Writing-

Writing should always be planned out before a writer even begins to dictate any form of communication to any form of media. It has been my experience that unfortunately a large percentile of business-minded people just do not plan out their written communications. Failure to do such a mundane task can result in a flawed product or service. Written communication is merely a safety net for both parties involved. Effectively beginning a clear cut documentation makes everything run as a smoother business like procedure is expected to be.

Whatever is being communicated in sticky notes, reports, letters and even direct office meetings or one on one; the subject matter needs to be short but concise and precision needs to be to the point. To begin, as office manager, there should be a list of relevant topics to be addressed to the employee or entire office at a pending time. By making this list it is appropriate to then group similar ideas or thoughts together, then add notes where necessary. Upon finishing your note taking, be sure to put them in the correct sequence. The plan is to be easy on the eyes and easily understood.

Here are some interesting and possibly usable points to ponder:

*Putting what the memo is about, in a few words at the very top the goal and how it will be done in a summarized paragraph

*Stay away from archaic words like 'commence' instead use 'start', use 'now' instead of 'presently' and use 'end' instead of'terminate'

*Eliminate useless wordsthe leaner the words, the greater the understanding

*Use short sentences If it is longer than two lines, it makes the idea easily forgettable

*Same thought is attached to writing paragraphs if it contains more than one point, it would be better to enumerate them people usually remember a detailed list much easier than trying to recall something that they read in a paragraph

*Using symbols or bullets draw attention, as well as highlight important points and important information

Sentence structure, punctuation, sword choice and spelling clarity, consistency and conciseness are essential in business writing. Attention to detail increases the effectiveness of your document. It is fundamental to know your audience by writing for the reader. You can do this by knowing the personality and continuing to communicate the same tone.

By organizing your writing, your ideas you can overcome writer's block and make it much easier to draft and edit your document. It is critical to present your letters, memos, reports and proposals, e-mails with etiquette with correct format, easy to read to be persuasive. Be sure to be able to connect with your reader by putting yourself in their shoes. Finally, by avoiding pitfalls, it is critical to always take the extra time by proofreading your document. Following these steps, your documents are sure to get results.

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