7 Tips for Writing an Effective Business Communication

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Effective business communication is the prerogative of every would-be-successful entrepreneur. Communication is the transfer of ideas, thoughts, signs, symbols, attitudes and actions from one person or

group or party to another.

Business is all about communication. The companies all around us today are a product of ideas that were "communicated" to certain individuals. There was a transfer of thoughts and ideas - that is communication!

The brand identities spread all over the business landscape have one objective - to communicate the essence of the company. If we must reach our target audience, then we must be ready to engage in meaningful, effective communication!

Simply put, business is communication and communication is business. Not just communication - but effective communication!

There is no point staying in business if you are not ready to stick your neck out for an effective business communication - whether verbal or written.

In the business world, written communication is as important as verbal communication. However, a close observation has shown that more executives have poor business writing skills which have accounted for a majority of business failure, fueled major crisis, increased rejection rate of products and services.

If you must write copies such as sales letters, brochures, memos, prospectuses, catalogues, print ad copies, press releases, formal speeches, books, articles, sponsorship letters, letters of agreement, etc, then you must have an understanding of how to write effective business communication.

Although certain elements are considered necessary when writing specific business communication (as listed in the preceeding paragraph), in writing an effective business copy you must be in tune with the following fundamentals:

1. Effective business communication writing IS A SKILL THAT CAN AND MUST BE DEVELOPED. If you are not well-grounded in your official business communication language - which of course is English for Nigeria - then try to improve on it by attending extra English Language classes. You cannot write better expressions than you understand. Buy a dictionary. Look up new vocabularies. Learn how words and tenses are combined. Listen to the news. Read newspapers. All of these will help you in your improvement effort.

2. Understand the purpose (or objective) for your correspondence and make that point only. Do not try to show off by merging several irrelevant points.

3. If what you are writing is more than a note-pad office memo to a colleague or subordinate, do not rush your business communication. Ensure you devote enough time to proof-read your work. It does pay in the long run. Even if you must meet a deadline, read and re-read for accuracy sake.

4. Ensure a friendly tone is used except for cases whereby the business communication is disciplinary in nature and demands such. When writing for business purpose, have a picture of your recipient in mind. This affords you the mood to write a copy that shows"empathy".

5. Do not make your business communication too long. Keep It Short and Simple (KISS). Often than not, long business communication are not read in full. Busy executives may manage to read up the first three paragraphs while essential points are lost in the epistle! Except for some technical products or if requested for, if you must write a proposal, keep it to only 2 to 3 pages long. Do not make your writings to be unnecessarily boring. Avoid the trap of wanting to include every detail in one document. Your business communication may just end up in the trash bin!

6. Use pictures where and when necessary. Pictures they say speaks better! Some stories are better told by pictures. If you must use them, get a clear and relevant picture to back up your points.

7. Ensure your business communication is neatly packaged. Use quality bond paper, aesthetic graphics and prints. The jist that the way you look is how you will be addressed applies here too. Give your recipients every reason to believe you. Be professional in your communication.

Read 850 times Last modified on Monday, 04 May 2015 04:03
Ayokunle Bankole

He is a self-starter, Nigerian serial entrepreneur, a company formation specialist of about a decade, and a small business advisor. He is currently on the board of Directors of some few startups: Delivery Merchant Ltd, Furnishing Effects Retail & Installation Ltd, Citizens & Expats Agency Ltd, and Global Infosolutions Nigeria Ltd.

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