Home
>
Writing
>
The Importance of Writing Clearly for Business

The Importance of Writing Clearly for Business

Creating written documents reveals so much about you and your business skills. Your writing tells the reader about your educational background, pride in your work and business expertise. The emergence of the paperless office, e-mail, the internet and web pages only increases the power of the written word. Any company with employees who can write clearly and concisely has a competitive edge over others who are still struggling to communicate.

Is your correspondence free of any errors? In this day of computers with spell and grammar check, it is so easy to let your writing skills lapse. The computer scans the correct spelling of a word, but it is a homonym with the wrong meaning for your sentence. This error shows the reader that either you don't know the difference or you're too lazy to check and edit.

Is your writing full of words that people don't understand? Many times, you are so rushed to compose a business document that you use easy methods to get it done. The result is business documents are often filled with buzzwords, cryptic dialogue and outdated phrases. Readers won't say that they don't understand what you are writing, but will note not to use your business services. Keep your writing simple and current. Writing styles are like fashion and have indeed changed over the years. You must keep up with today's business practices and expectations, but beware of certain crutches such as buzzwords, industry jargon and cliches. Buzzwords are trendy terms and expressions that sometimes mean nothing, but seem impressive. "Like fertilizer, buzzwords are spread generously over documents in hope that brilliant ideas will miraculously take root. Unfortunately, ideas don't grow in manure," describes Will Stockdell, a professional Internet writer. You want to make sure that everyone understands your written ideas.

The last thing you want to do is to give the impression that your writing is too formal or outdated. A more direct way of writing has replaced some standard business phrases. Examples of this are "As per your request" now becomes "As you requested" or "Enclosed please find " now becomes "I am enclosing." Also, the previous impersonal style of business writing that avoided the use of "I" has been changed to use a limited amount of "I" to give directness and warmth.

How often have you typed away what you wanted to say, rather than what you needed to write? Slipping into abbreviated dialogue is so easy to do instead of expressing complete thoughts in a sentence. Perhaps, because we are a telephone-oriented society, the keyboard simply becomes an extension of our phone voice and frequently incomplete phrases dominate a message. Readers may think that this writing also indicates your incomplete logic and business services.

Do you use correct English? As far as incorrect punctuation, awkward sentences and bad grammar, you need to examine your writing skills and take these steps to improve them:

1. Audit your business writing yourself and try to learn from your mistakes. Use your computer grammar tools, but double-check with a dictionary or grammar book.

2. Find someone who can edit your material.

3. Hire employees for writing skills. In this way, you will have someone around to edit or write material for you.

4. Read. Reading will improve your writing skills. Keep on hand business documents that you admire.

5. Practice. Don't just pick up the phone to communicate; get in the habit of expressing your ideas in letters or e-mail.

6. Seek professional resources. Consult books like Gloria Pincu's Bull's Eye Business Writing: 10 Easy Guides for Getting to Your Writing Target. Search the Internet. Seek training courses.

See my web site for information about my online courses at: www.basic-learning.com)

Gloria Pincu is founder of Basic Learning Systems, Inc., a management training and consulting organization. As a consultant/trainer, Ms. Pincu has drawn heavily on her own business experience as well as from the academic world. She has been an entrepreneur, a sales manager, a computer salesperson, a teacher of writing, communication skills and English, and a consultant /training specialist to corporations, hospitals, government, and educational organizations.

Since founding Basic Learning Systems, Inc., a Certified Minority Business Enterprise, in 1980, Gloria has facilitated many hundreds of training programs. She has designed and conducted programs on topics covering customer service, total quality management, supervisory skills, business and technical writing, managing change, interpersonal skills, team building, creative thinking, stress management, and professional secretary techniques for numerous organizations including Pratt & Whitney Aircraft, IBM Corporation, American Express, National Council on Compensation Insurance, Ryder Truck Rental, Inc., the Florida Department o

one time home cleaning Highland Park ..

In The News:

Privacy risks are hiding in plain sight, as your personal data is likely being collected, tracked, and sold without your knowledge.

VenHub, a fully autonomous, AI-powered smart store just opened at the LAX/Metro Transit Center in Los Angeles.

A woman's Facebook account takeover reveals dangerous social engineering tactics and provides lessons on recovery, avoiding scams and enacting stronger security measures.

Shanghai engineers are using 432 walking robots to relocate a complex, preserving Shikumen architecture while creating space for a modern underground hub and cultural center.

Major healthcare data analytics firm Episource had a cybersecurity incident exposing 5 million patients' medical records and personal information in recent breach.

A new sophisticated PayPal scam sends legitimate-looking emails from official PayPal addresses, using phone numbers instead of links to convince victims to download remote access tools.

Fox News' AI Newsletter brings you the latest on this rapidly evolving technology.

The innovative Kara Pod device extracts moisture from air to create mineral-rich water and brew coffee, featuring UV sterilization and compatibility with Nespresso pods.

Gov. Hochul unveiled New York's nuclear power plant project to power a million homes, which faces permit challenges while promising jobs and a cleaner energy future.

SAFE introduces Aerie, an underground luxury bunker combining high-end living with advanced security, wellness amenities and interactive walls simulating panoramic views.

A Facebook scammer posing as Elon Musk tricked a victim with promises of a Tesla and $250,000, requesting gift cards that become untraceable once the codes are shared.

Experience hands-free golfing with the Robera Neo smart caddie that uses AI to follow you, navigate obstacles and carry your clubs with GPS course mapping.

Cybersecurity alert: 16 billion passwords exposed in massive credential database affecting major platforms. Protect your accounts with password managers

The innovative BeBot robot uses electric power to remove pollution from shorelines, covering 20-30 times more area than manual collection while preserving wildlife.

A new ClickFix campaign targets macOS users with fake Spectrum support sites, tricking victims with CAPTCHA failures to paste commands that install information-stealing malware.

AI-powered autonomous trucks from Plus Automation are being tested across the U.S., Europe and Asia to solve logistics challenges while facing regulatory hurdles and labor concerns.

Your health information might feel private and secure with your doctor, but the reality is far more complicated. Data brokers collect a wide range of sensitive health data, from diagnoses and prescription details to personal identifiers, and sell this data to marketers, insurers, and other third parties.

Kepler Robotics has officially introduced its Forerunner K2 "Bumblebee" humanoid robot at the SAIC-GM automotive plant in Shanghai, marking a significant moment in the real-world deployment of advanced robotics.

Scammers never seem to be running out of new ways to try and get their hands on your money – and lately, they've been getting sophisticated.

Thirty people were injured and killed, though the exact number remains currently unknown, when a suicide bomber blew himself up in a Damascus church.

Unexpected password reset alerts signal potential hacking attempts or phishing scams. Learn how to respond and establish stronger security measures for your accounts.

A historic electric airplane flight landed at JFK with passengers, marking a milestone as Beta Technologies demonstrates the practicality and efficiency of electric air travel.

The Chaos ransomware group breached Optima Tax Relief in a double-extortion attack, stealing sensitive customer case files and corporate documents with personal information.

Stay up to date on the latest AI technology advancements and learn about the challenges and opportunities AI presents now and for the future.

The first human brain-computer interface by Paradromics was completed in 20 minutes, featuring microelectrodes to help paralyzed individuals control computers with thoughts.