Writing in Business
Recently the chairman of the Business Roundtable stated that the need to write clearly in business has never been more important in today’s highly competitive business climate.
However, when businesses were surveyed, most employees did not have adequate writing skills. Small businesses also need to have people with these skills.
Interestingly, it has been the personal computer that has provided us with the ability to write quickly but writing skills have not kept up with word processing and emailing speed. Before about 1980, you had to get a secretary to type your written work.
I believe there are two parts to the solution to this problem.
First is to edit, proof read, and review every piece of written material you write. There is no excuse of having spelling errors and poor grammar. Word processing software has spell checkers with red underlining. Use it. Electronic help is also available for checking grammar.
The second part is harder. This is learning to write better.
Make the decision to want to write better. There are two classic, inexpensive books to help you. One is The Elements of Style by William Strunk Jr. and E.B. White (Longman). This is affectionately known as the “Little Book” (it is barely 100 pages) and has been used by writers for decades. It provides rules of usage, principles of composition, and an approach to style. It helps you cut English rhetoric down to size.
A second great book is On Writing Well by William Zinsser (Collins) who is a writer, editor, and teacher. This book was first written in 1976 and has been revised six times through 2001. Good writing is not a new subject.
What do these experts say?
Do not overstate, and be natural Try to use mostly nouns and verbs not adjectives and adverbs. Revise and rewrite. I believe this last comment is the most useful. Using the PC and word processing software (I prefer MS Word) it’s so quick and easy to correct, delete, reformat and improve.
Prefer the standard to the offbeat. No acronyms or abbreviations that are not completely understood by anyone who might read what you have written
Zinsser’s favorite tip is one word. Cut! Avoid the clutter we so often use. Keep cutting until you have not one unneeded word.
Avoid fancy words and be clear. Don’t write like politicians who write to defend the indefensible and to sound like they are saying something when they aren’t.
Another good source is The Business Writing Center (http://businesswriting.com). Here, a recent article by R. Craig Hogan gives the characteristics of good business writing -be concise and focused, use short simple sentences that are active not passive. He recommends using headings and bulleted lists whenever possible.
Email is frequently poorly written. Because we can send emails in seconds, we now write in seconds. Email can be very unclear because of this. At least check for spelling, and egregious errors in grammar. Please don’t UAFSC (Use acronyms for short cuts)
Whenever small business is communicating with the written word, it is imperative that this writing be done well. It is the face of your business. Don’t make the customer stop after each sentence to translate your corporatebabble. Learn to enjoy writing so they will enjoy reading what you write.
Buy and read the “Little Book” and Zinsser’s book. It may take a while, but it will start you on the path to writing well and the $25 will be a good business investment.
This article was written by Seattle SCORE Chapter member Fred Parkinson for the Kitsap Sun in Bremerton.