The Writing Advantage

Thanks for returning to our weekly blog.  Over the next 3 weeks, we are going to explore 3 common methods of Business Communication and discuss some of the best practices for each.

In today’s world we have a variety of ways that interact and communicate with each other.  Some of the most common methods of communication are: 

·         Written (Emails, Documents, Texting)

·         Presentations (Marketing Events, Client Meetings, etc.)

·         Meetings (Live In Person, Via Telephone and Web-Based)

When you think though all of these opportunities to share information with people, you can either be effective or ineffective.  In most business situations, you are sharing information with others and they need to make decisions based on what you have communicated.  Sometimes those decisions are crucial and poor delivery of information can cost you a deal, a project, a customer or in some cases even worse. 

In all situations, put yourself in their shoes before you speak or type.  Think about what you want your readers to know or do based on your messaging.  Today we are going to focus on Written Communication.

Written Communication

Emails - In today’s world, this is one of the most common communication tools that we use.  Many people that I have spoken with can sometimes receive hundreds of emails in a single day.  Below are a few pointers for better emails: 

·         Subject Lines - Be clear and to the point.  If you FWD: a message, change subject lines if needed.

·         Put your key point up front.  BOLD or italicize if needed.

·         If you have a lot of information, use bullet points that highlight key points in an attachment. 

·         Whitespace is good.  Paragraphs should not be longer than 3-4 lines.  It makes your message easier to read.

·         Spell check.  Need I say more?

·         Using all CAPS is like screaming.  Only use if necessary.

·         Read out loud to yourself before hitting send.

·         Follow this link to read, “10 Simply Awesome Examples of Email Marketing”, by Hubspot

Documents - These can be used to share information internally, like a company-wide memo or a report on a project.  They can also be used for marketing.  Sometimes you are writing a letter to a client or prospect and other times you might be creating a marketing slick about a product or service.  Below are a few points of consideration.

·         Like emails, open with your important points.  Minor ideas belong in the middle of the document.

·         Single sentence paragraphs are great for highlighting important points.  Short and concise sentences are recommended throughout.

·         Use Headings and Graphics to call attention to what is most important

·         For more examples of good business documents and rules, consider utilizing FranklinCovey’s  Style Guide for Business and Technical Communication - 5^th Edition for your office.

Texting - With the use of better tools and applications and the entry of younger generations into our workforce, texting is becoming a more acceptable form of communication each and every day.  Like other written forms of communication, short and crisp is always good.

·         Don’t ever type a text that could come back to haunt you.  Texts are stored permanently, just like emails.

·         Use punctuation or emotion to your texts when suitable. J

·         Don’t use abbreviations unless you are sure what you are communicating AND you are sure the other party will understand you.  Click here for a common acronym list for texting and IM (instant messaging)

These are just a few helpful tips.  If your organization is experiencing ineffective communication, think about the business and how it is COSTING you (productivity, lost sales, poor vendor relationships, etc.  If you would like to learn more about improving the written communication on your team, consider exploring our solutions below:

·         Writing Advantage (1-day training - Delivered LIVE or via Webinar)

·         Technical Writing Advantage (2-day training LIVE in person only)

·         Business Writing Skills LiveClicks Webinar (2-hours in length taught online)

Lastly, once a year, FranklinCovey hosts a program for Training and HR Professionals called a Facilitator Enhancement Day (aka: FED).  This year’s FED theme is called: Is Anybody Listening?  Communication in 2012.  If you are involved with training and found today’s post helpful, you might want to join us online for one of our remaining sessions - good through August 31^st.

Come back and join us next week for Part 2 of our 3-week series on Business Communication!

Enabling greatness, one organization at a time,

John Vakidis