Modern Business Writing

Module 1

1 Planning and constructing documents

After attending this module delegates will be able to

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  Understand the need and importance of written communications in their business environment
  
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  State the objectives and characteristics of different types of written communications
  
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  State the purpose and scope of the proposed document
  
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  Compile a plan for the process of conceiving and writing the document
  
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  Consider the information needs of their audiences
  
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  Follow the required steps to gather information
  
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  Analyse and process information
  
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  Submit a potential solution.
  

1.1 The importance of written communication

Methods of communicating

The most practical ways to communicate with other persons in business are

Face to face
By telephone
In writing
Most of us prefer talking face to face or on the telephone because we are more practised at it. Feedback is also quicker and more effective – we can make certain that the listener understands the message.
Writing has the benefit of forcing us to “think the matter through”. Writing encourages us to gather the facts before we communicate an idea, instruction or message. It prompts us to present the facts in a logical fashion.

Value of the written word

The written word is vitally important in business:

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  it provides a permanent record of the communication
  
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  it can be shared among many people
  
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  it is readily accessible when stored on paper or magnetic media (memory stick, hard disk)
  
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  it can be re-used and be expanded upon for new ideas.
  

However, time spent thinking, writing, typing, reading and clarifying is expensive. We must therefore use time effectively to prevent miscommunication which forces the reader to refer back to the writer.

Resistance to writing

Writing requires

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  a disciplined mind
  
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  taking responsibility; an attitude of “do it now”
  
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  being creative
  
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  an understanding of the needs of the reader
  
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  proper planning
  
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  a good command of language
  

Cultivate your writing skills

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  discover your brain power:
  

Both the “left” and “right” side of the brain are engaged in writing. “Left” brainers tend to produce precise, structured, procedural writing – (non-fiction). “Right” brainers tend to produce imagery, fantasy, drama, comedy – (fiction). Whether “left” or “right” orientated YOU CAN WRITE.

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  initially force yourself and practise
  

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  critically analyse the writing of others
  

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  sharpen your language skills through extensive reading, particularly books, magazines and articles on websites and blogs related to your field of expertise
  

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  witness the power of your writing: people act upon your ideas, requests, commands, expression of appreciation, etc
  

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  discover your own creativity (even if it is producing a “dry” procedure manual). Soon you will produce valuable new ideas from your own ”think-tank”
  

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  the written word is mightier than the sword
  

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  the most brilliant ideas cannot be implemented if they are not reduced to writing.
  

1.2 Set the objective(s)
In the finance related professions a host of documents require to be compiled; e.g. letters, e-mails, contracts, proposals, reports, minutes. While each one has its own format and structure, the essence of communication is the same: providing information on which decisions can be based.
Get the purpose clear to make sure that you communicate most effectively and efficiently with the reader. Always get the IN ORDER TO ACHIEVE WHAT? … quite clear in your mind. This forces you to focus on the result rather than being content with the reason.
Formulate the “what”, “who”, “how”, “when”, “why”, “where”.
Here are some questions to ask:
WHY WRITE?

Would speaking not be more effective than writing?

WHO AM I WRITING TO?

How skilled is the reader in the subject matter?

Who else will read it?

Why will they want to read it?

What do they know already?
WHAT DO I WANT TO ACHIEVE?

Is it to inform? To persuade? Or to record?

What does the reader need to know?

What does the reader need to do?

What answers do I need from the reader?
HOW WILL THE READER REACT?

Are they senior of junior?

What sort of tone should I use?

How can I make it clearer?

WHEN WILL IT BE READ?

By when must it be completed?

Might it be read in years to come?

WHERE WILL IT BE READ?

Home or abroad?

In the office or at home?

At a meeting?

In court?

Internal or external to the organisation?

All these points concern the Reader rather than the Writer. Think of the reader

Exercise: Write a report on why you believe tax should be paid by all.

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