Improve your business writing and stop losing millions

As long as businesses have been there, communication has been there within a business and business writing is only a type of communication, a written one, which has a standard style and structure. In general the communication is meant for a specific audience nad has information on specific topics that relates to the business. From what was written on paper and then printed material business writing has come to the electronic media now. Any e-mail communication, anything that is published on internet and intranet website of the company and blogs are all a part of this communication. When it comes to business writing, what is written has to be clear, in easily understandable simple language, concise, specific and effective. A good business communication can actually make or break a million dollar contract! What is good about a written communication? ? When you write something down, you can see what you are saying and you have enough time to read and re-read it and change it till you are happy with it, unlike when you are delivering an impromptu speech. ? When something is written down, it serves as a permanent record of what is being told. ? When someone reads a written communication, they can read once more points that they do not understand and it is easy to review the message again if needed and respond appropriately. ? When it comes to numbers - facts and figures - always use written communications as not everyone will remember such complex things. ? A good written communication can impress people, even after many days or months! What could be a disadvantage of written communication? ? Well, if you are looking for immediate feedback, then this is not what you should be doing. As the feedback to get for your message will not be as instant as you get when you deliver a speech where you can see the reaction on the faces of the people in front of you. It takes time for people to read, understand and respond. ? Written communication takes more time to prepare, unlike some speeches which can be done on the prompt. Because what is written is going to be there for everyone to see and will be there for people to refer, written communication has to be perfect. So, it takes a lot of hard work and time to get it ready. Here are some tips to write better: ? Remember when you are writing, others cannot ask you questions and clarify instantaneously. So always think about all the questions that can come about and try and answer them concisely and clearly. You should have in mind what you want your readers to know and think what questions they would have. Imagining having a conversation with someone regarding this will help. Also, get your material organised in a way that it has the questions/answers in a logical order. When you finally read it, you should see that all your questions are answered and easily understandable. ? Always be positive. There is always a way to put the information without it sounding negative. It is preferable to say what is right and not just what is wrong. Your communication should be able to see solutions to problems rather than just roadblocks. It is easier to tell people what to do clearly than to ask them to avoid certain things. Let your communication make it clear as to what you can do to help. Never use a blaming language and always use language that creates a positive feeling instead. Use every opportunity for positive and clear communication. Never be negative. ? One most important thing that people forget is the "passive voice". Always use "active voice verb" when communicating. A lot of grammar-check tools will help you in this. The reason for using active voice wherever possible is that, it creates clear and direct words rather than vague phrases. ? A business communication should be crisp without unnecessary words. The communication should have all the information required with just the right number of words required. The mantra here should be "Say more with less" ? If you get stuck or do not know how to continue, take a break. Come back to it and read what you have written so far. Think about a conversation with whom you want to communicate. Write whatever comes to your mind without censoring. Get help if needed. Write with the flow. Make a note of the points you remember in between and put them in the right places. Look for inspiration in your past work. If you think you are nearly done and still feel stuck, maybe it is time to stop! Once you think you are done, then read, review, edit, proofread and send!