3 Tips for Great Business Writing

Business writing has evolved tremendously over the last couple of decades. Many factors have contributed to this slow but steady metamorphosis – language has changed as more ‘slang’ enters mainstream vocabulary; the business landscape has become faster and more efficient, requiring communication to be just as fast and efficient; with the advent of digital technology and personal devices, people’s attention span has been in a steady decline requiring writing to be more concise and to the point, etc. Those are just a few of many changes that have influenced modern day business writing. In this article we will look at three particular steps that helps to make business writing efficient but also help it meet the demands of the modern day executive or company:

  1. Less is More: This old adage, previously applicable mostly to the cuisine or hospitality industry, is now becoming more relevant to the business world in general and technology world in particular. A study conducted by news magazines and online watch groups revealed that people spend far less time reading today than the average person did even 20 years ago. And it is not because there isn’t adequate information out there but the average person’s attention span has diminished radically since then. Experts attribute this to the ‘information at a click’ syndrome, largely perpetuated by the Internet that has served to instantly ‘gratify’ people without the hard work of research or browsing. As such modern print and electronic media have taken efforts to cut the average article down from couple of thousand words to a few hundred, to accommodate the declining attention span of modern society.
  2. Action Plan: Business writing must not merely give a set of information and expect the reader to make up his or her own opinion. Especially in the business world it is important to state clearly what the plans and expectations are and emphasize a call for action. Tons of information laid out awkwardly with a lingering silence of expectation causes readers to feel uncomfortable with the ambiguity or vagueness of the situation. Clear distinct plans and procedures are more helpful and foster better confidence and efficiency in the execution of the plan. This can also manifest differently by offering too many choices. Numerous alternatives or options can only cultivate more uncertainty and delay in decision-making. This is the exact opposite result of what is required.
  3. Reader-Centric: At the heart of business writing is understanding, not only what needs to be conveyed to the reader, but also what is really relevant or applicable to the reader. Readers are not satisfied with mere data but are looking for the practical effects it can foster for them. Often there is the temptation to ‘hose’ someone down with tons of data and information but what the reader really cares about is exactly how all that data affects him or her. A non-computer savvy person could care less about the fact that a laptop may run a 64 bit processor or have 1080p high definition resolution. But they are really interested in the fact that the laptop will run much faster than their previous one or that it’s display will look absolutely gorgeous compared to standard laptops on the market.

Business Writing Training is an important tool that helps equip employees to maintain certain specific standards or benchmarks of professional writing that is considered standard fare in the business world. Companies spend large amounts of money to help their employees improve in this area.