What is an effective business organization? The answer to this is quite wide and varied. But there is one aspect of business operations that is often overlooked. This is business writing.
Effective business communication is important in the day-to-day running of a company. Furthermore, it can dictate whether the company makes or loses money. Moreover, it affects the organization of business at different levels from the individual to the corporate leaders.
1. To convey information:
The essential role of business writing in an organization is to exchange information. Whether it is the latest sales statistics or sales projection, a business plan, a marketing proposal, proper communication of data is essential. The success of a business organization depends on the quality of information that passes through its people.
2. To justify an action:
Another reason people communicate is to justify or explain an action. An example of this is writing an incident report. The person explains what happened so that the company can better understand an event. Justifications and explanations require the author to put in as much detail as possible to clearly communicate his point.
3. To influence action:
Business writing is often a way to influence other people. A good example of this is presenting a business proposal, a marketing plan or a project proposal. By detailing relevant information, the author seeks to influence the decision. Influencing others is a hallmark of effective business communication.
4. To give good or bad news:
The workplace is a dynamic place. It provides employees with good and bad news on a daily basis. Through proper business communication, bad news is properly worded to soften the blow. Likewise, the good news is emphasized just for the sake of emphasis. This can range from getting a raise to sharing company achievements. On the other hand, this can offer grim realities such as suspensions, or even layoffs.
5. To direct the action:
Finally, effective business writing aims to direct the reader to the right actions. Many company documents such as SOP manuals, employee manuals, technical instruction manuals and the like provide clear information. In order for corporate correspondence to guide employee action, it must be clear and concise. Unfortunately, many communication failures result from unclear and contradictory statements.
By keeping these 5 reasons for corporate correspondence in mind, an author can write business communication effectively. Furthermore, proper writing style stems from a clear and effective purpose of business writing.