You should layout your document so that it is easy on the eye, and highlights the key points. Always state your purpose clearly and quickly. Be specific and concise and make sure you avoid overused words and phrases.
A decent document should be effortless reading. Craft your sentences carefully so that they hold the readers' attention and are simple to understand. I find that most documents I read are written poorly and some are difficult to understand and very tedious to read.
The best technique I have found when creating a document is to dump my thoughts on paper and then to edit it for clarity and ease of reading. I organise the information so that it is easy to understand and has some semblance of order. I then search for and eliminate unnecessary words & difficult phrases.
When writing emails I try to keep them simple and straight to the point. I spend a little time on creating an attention-grabbing subject line so that the reader will feel like opening mine over the hundreds that they might receive daily.
I have read research which says the first leading sentence determines whether the full email will be read! So I always try and craft this accordingly.
When writing a blog or a press release the title becomes even more important as now you are vying / competing for the readers' attention from.
Finally when I finish an important document I carry out a spell and grammar check before asking somebody else to proofread it.
I then print important documents using decent quality paper. What is the point of spending so much time on your document to then print it on cheap paper? I usually print out the envelope unless I am in a real hurry when a neatly hand written one will suffice.
I am much more creative when writing in the morning after a good nights sleep. I find that a hot cup of tea also helps me to concentrate and the caffeine provides a really good kick and sets me up for the rest of the day.
I therefore make it a ritual to do most of my writing first thing. I find that early mornings are great for writing without being disturbed whilst my creative juices are at their peak.
Everybody is different so therefore choose the timing that works for you. If possible ask someone else to answer the phone and switch your mobile off.
Writing a lot also helps. The more I write the easier it becomes. It used to take hours writing a five hundred word article but I find that with practice I can now write an article very quickly.
When you write a document, you are creating an image of you and your business in your reader's mind. By analysing and improving your writing skills you can create a better impression on the reader.
I'm often surprised when I hear people talk about "communication skills" and "writing skills" as if they were two separate attributes. Writing is a communication skill, and an important part of any communication skillset. Good writing skills are important for people at all levels in business, but perhaps more than most for managers.
The average executive spends several hours (very expensive hours!) every day reading letters, memos, e-mails and reports written by managers. Many of these executives are frustrated by how much of their time is wasted because the materials are so badly written they have to interpret them before they can absorb the information. In most cases, they will simply not make the effort, so they won't receive the information, nor will they be well disposed towards the writer. If yours are among those messages, it reflects badly on you and doesn't do much for your career prospects.
I've met many managers who spend an inordinate amount of time writing, because it's difficult for them to find just the right words to express their messages effectively. Most managers complain about lack of time, and if they are spending inordinate amounts of it casting about for words for their written messages they are certainly adding to the problem.
Since time is money, this writing problem contributes directly to the huge, and largely unrecognized, financial cost of poor communication in the workplace.
Here's another reason to write well. Let's say you have a great idea you'd like to put before senior management. Maybe it's a better way of handling a particular task or process, or something new altogether that would be good for the company. The best way to have your idea considered is to first send a written message to introduce the idea; the message would also include an offer to make a detailed presentation on the subject. Believe it or not, many ideas die unheard, because the people who have them can't express the ideas in writing at this early stage. Don't let that happen to you.
If your writing skills are excellent, they can help position you for success in your career. On the other hand, if you can't write effectively, that can hold back your career or damage your reputation. All in all, I strongly believe managers must develop and sharpen their writing skills, in the interests of both current job performance and future job prospects.
Both Naz Daud & Helen Wilkie are contributors for EditorialToday. The above articles have been edited for relevancy and timeliness. All write-ups, reviews, tips and guides published by EditorialToday.com and its partners or affiliates are for informational purposes only. They should not be used for any legal or any other type of advice. We do not endorse any author, contributor, writer or article posted by our team.
Naz Daud has sinced written about articles on various topics from Real Estate, Ezines And Newsletters and Business Promotion. Naz Daud - CityLocal Business & Franchise Opportunities. Naz Daud's top article generates over 60500 views. to your Favourites.
Helen Wilkie has sinced written about articles on various topics from Writing, self improvement and motivation and Finances. Helen Wilkie is a professional keynote speaker, workshop leader, consultant and author, specializing in communication at work. She offers workshops and other learning tools to improve business writing skills. Take a free online writing lesson when you sub. Helen Wilkie's top article generates over 49500 views. to your Favourites.