If you are a manager, the chances are you write a lot. You receive and reply to numerous emails on a daily basis. They are mostly business related, so your writing needs to be on point, especially when communicating with your clients. Some managers think that their writing skills are not very important, but they tend to forget that they are a driving force behind an eCommerce company, and other people might get a wrong impression based on their poorly worded emails.
Improving writing communication is not complicated at all. It does take a little bit of effort, but everyone can refine their writing skills. So let’s start!
If you want to get better at writing, you need to practice that skill every single day. Some of us might get bored while going through our own texts, so try reading newspapers. You can pick up the forms they use. It could serve as an inspiration for your future writings, too. You may also ask some of your co-workers to share their own texts with you just so you can see a different style of business writing.
Take some time to think
The first step you need to take is to sit down for a couple of minutes and think about the content of your writing. Don’t rush this process and map everything out in your head. If you go straight to writing or typing, the chances are the structure will be all over the place, and difficult for a reader to understand.
Straight to the point
The most important part of a letter or email is the beginning. You have to get the main idea out there immediately. Therefore, it needs to go in the first paragraph. A reader will immediately know what your text is about, and gain more information as they read the rest of it. If you are writing a proposal that has a different structure than an email, try to summarize it on an additional page which you need to place before the proposal itself.
Good grammar and vocabulary
Managers are representatives of a company they work for. Showing your clients that you know how to use a language is a must. Your grammar needs to be correct. Plus, the sentences shouldn’t be too long. The opinions are somewhat divided when it comes to the vocabulary because many professions use buzzwords to describe certain things. If you simply cannot avoid them, or find synonyms for a particular word, use them freely in your text. But make sure you don’t do it often. A reader might get a wrong impression of you.
Go through your texts before you hit the send button. You might see the mistakes you missed while you were writing. Pay close attention to spelling, as well as structure. It would be great if you could get someone else to proofread your writing because a fresh set of eyes might notice something you couldn’t. Every honest feedback is good feedback because it allows you to grow and learn. And you will know how to avoid making those mistakes in the future.
As a manager, your writing communication needs to be at a higher level. Writing is not a difficult skill to learn. Everyone gets better at something if they practice regularly. And so will you. Always plan the structure ahead, and learn how to introduce every text, so a reader will know what it is about. Proofreading is great if you want to improve the writing style and identify your common mistakes. And make sure your vocabulary is clear, without overused slang.
Author: Nancy Spektor has sharpened her pencil at The Daily of the University of Washington. After graduation, she decided to combine her business degree with her passion for written communication at www.a-writer.com. Nancy writes about marketing strategies, content management and various other topics that she finds intriguing. If she is not composing on her laptop or notebook, you probably can find her playing with her dog, Bok Choy.