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If you are unconvinced about the importance of accurate writing, think of the
clues we use to identify spam emails, phishing websites, and counterfeit
products: poor grammar and spelling.
Checking for poor writing and spelling mistakes should be seen as a courtesy to
your readers since it can take them much longer to understand the messages in
your writing if they have to think and re-read text to decipher these.
Youd think business writing is always carefully crafted, but the truth its often
ridden with misspellings, misused words and inaccuracies. The good news is that
you can easily improve your business writing in a few easy steps.
Knowing the purpose a piece of writing serves gives you a sense of direction.
Writing a business report should follow a specific format; for example, an inoffice email could be short and informal, but a customer email or a PowerPoint
presentation should follow guidelines of courtesy, clarity and conciseness. Your
audience should be your compass; keeping in mind what the recipient seeks to
learn narrows down the possible directions your writing should take.
Style, tone, and vocabulary use should be in line with your audience and
situation. This is not just a matter of appropriateness and content effectiveness,
its about your flexibility to communicate adeptly with different audiences, to
empathize with them, and thus be able to connect at an appropriate and
effective wave-length.
Your first draft shouldnt be your final product. Especially if were talking about a
business proposal or report, its crucial that you review and edit it multiple times
until youve created a respectable version.
It might seem like a lot of work, but its worth it to focus on these five points and
polish up your business writing skills. The benefits of doing so are many; youll
find it easier to communicate your thoughts and people will be more likely to
understand and consider your ideas.
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Significance
During a regular business day, bosses write emails to employees notifying them
of meetings or providing instructions for specific projects. These written
messages must be concise and self-explanatory, so workers can be productive
and not waste time asking for further instructions. Business people are busy and
well-written communications help save time. Additionally, good writing adds to
the credibility of the writer and reflects positively on a company's image.
Identification
Writing skills are particularly important to advertising copywriters. These
professionals create magazine, newspaper, and Internet advertisements to
convince readers to purchase a company's products or services. For example, an
advertisement's headline must grab the consumer's attention and get her to
read the company's offer. A company's sales brochures and other advertising
materials must also be written effectively.
Types
Writing skills are important in many types of company communications, including
emails, reports, presentations, company brochures, sales materials, and visual
aids. For example, a marketing research manager's reports should be
comprehensive and informative, yet written on a level that any employee can
Function
Human resources managers need excellent writing skills to attract, select, and
hire the right employees. It takes a considerable amount of money to place
advertisements and hire employees. Job advertisements must appeal to job
applicants with the right education and experience. Human resources managers
with the best writing skills know how to state specific qualifications in a job
advertisement.
Considerations
Employees must not only know how to write effectively, they must also be
discreet in their written work. For example, employees should not write emails
when they are angry or upset as emails can be saved and later printed. An
employee who says inappropriate things in an email can create trouble or even
be fired. Jokes, profanity, and crude written communications are also prohibited
in the workplace.
Start with your audience Remember, your readers may know nothing about
what you're telling them. What do they need to know first?
Create an outline This is especially helpful if you're writing a longer document
such as a report, presentation, or speech. Outlines help you identify which steps
to take in which order, and they help you break the task up into manageable
pieces of information.
Use AIDA If you're writing something that must inspire action in the reader,
follow the Attention-Interest-Desire-Action (AIDA) formula. These four steps can
help guide you through the writing process.
Try some empathy For instance, if you're writing a sales letter for prospective
clients, why should they care about your product or sales pitch? What's the
benefit for them? Remember your audience's needs at all times.
Use the Rhetorical Triangle If you're trying to persuade someone to do
something, make sure that you communicate why people should listen to you,
pitch your message in a way that engages your audience, and present
information rationally and coherently. Our article on the Rhetorical Triangle can
help you make your case in the most effective way.
Identify your main theme If you're having trouble defining the main theme of
your message, pretend that you have 15 seconds to explain your position. What
do you say? This is likely to be your main theme.
Use simple language Unless you're writing a scholarly article, it's usually best
to use simple , direct language. Don't use long words just to impress people.
The term "rhetoric" in modern language has been used to refer to arguments
that are designed to obscure the truth. The word has therefore taken on a
negative connotation ("All that politician does is spew rhetoric.")