Time to be blunt. Most people think they are good writers because they can use a keyboard and spellchecker. But they are not. They waste time writing and their readers waste time interpreting too many words.
For the past 12 months, we tracked examples of business communication – emails, reports, presentations, and other workplace documents.
Here are the top 3 business writing pitfalls.
Not getting to the point quickly
The five minutes of yesterday is the 30 seconds of today. You have to get the reader’s attention immediately. Too much detail in emails and other channels, and not getting to the crux of the matter quickly, are productivity killers.
Cryptic writing is not the solution. When you present information for the first time, you still must bridge the context gap with your reader. In as little reading time as possible, you need to get your reader onboard. Communication without the “right” context is doomed.
Whether it takes a sentence or a paragraph, you should always address the context question at the start: “Why am I reading this now?”
Not using headings, subheadings and subject lines effectively
Most people do not use these important pieces of document real estate correctly. The reason is twofold. People write them first before they complete the content that follows. And they use boring nouns.
Good writers craft their headings last, not first. That’s when they are in the best position to capture the essence of their message in attention-grabbing words. Good writers also use verbs in their headings. Verbs invoke action.
Not maintaining reader interest
A reader's attention needs to be earned, not assumed. No one reads your words with nothing else on their mind. You need to cut through the noise that’s in your reader’s head.
Writing strategy and structure are keys to maintaining interest.
Good writers address their reader’s need to know: what they are reading, why they are reading, and how they should handle or process the information.
Long sentences, long paragraphs, and poorly constructed bullets challenge every reader.
Keep sentences to fewer than 20 words, keep your paragraphs to four sentences or fewer, and do not include unnecessary capitals and mixed styles in bullets.
School and post-school education promote prolix and passivity. They encourage people to reach word targets and write passive sentences and headings. That's a failure in business.
Business writing must ensure things get done. Our online training and coaching programs help people achieve clear, concise, and outcome-focused writing. More information here.