Richard Pinsky gives his tips on overcoming your fear of business writing:
- Be Confident
Just because you didn’t major in English doesn’t mean you can’t write effectively. If you’re confident in your job and expertise, you shouldn’t be afraid to show it. A confident tone will give your reader confidence in the information you’re providing.
- Keep it Simple
You could have the best idea in the world, but if it’s buried beneath a mountain of extraneous words and unrelated information, no one will ever know it. Stick to the point and don’t belabor it.
- Keep it Short
No one has the desire or time to read a five-page memo. Writing something that’s too long is the best way to ensure it never gets read. Keep your document as short as possible without sacrificing its meaning.
- Know Your Audience
Before you start writing, think about who will be reading your document. If you’re in a technical position but your readers aren’t, avoid jargon and overly technical terms. Don’t try to impress your readers with big words or complicated concepts. They’ll be much more appreciative if you haven’t wasted their time.
- Anticipate Questions
After you’ve written a draft of your document, reread it as if you were the person receiving it. What questions would you be most likely to ask? Go back and answer them in your rewrite. If your draft raises too many questions, return to Commandment 2.
SOURCE: Richard Pinsky, President of Richard Pinsky and Associates, is a New York-based consultant who specializes in effective business writing. He can be reached 212-988-1400.