1. Decide what you are trying to achieve by writing.
2. What do you want to happen as a result of your communication? This will be closely linked to its purpose. If you want to impart facts, how will you know you have been successful?
3. Check that a written communication is the most appropriate medium.
4. Consider who should "sign off" the communication. The assumption is that you are writing the communication. The important point is that the signature is of someone with the right credentials for the target readers.
5. Ensure that the prospective audience is the right one to deliver the action you need - and that they are motivated to respond. Will they have the authority to act?
6. Getting readers to deliver what you need, even if it is only their attention, depends on building a rapport with them through setting the right tone.
7. Develop a proposition that is compelling by spelling out the benefits and by anticipating and forestalling objections. See the issue from the recipient's perspective.
8. Note down the key strands of your argument in a few words and build a structure around them. Group key relationships and themes.
9. Provide an introduction which explains why you are writing and a summary which captures your key points.
10. Think about readability. Use short paragraphs and short sentences and avoid long or unfamiliar words. Use simple, clear English. Avoid jargon where possible .
11. Use graphics to back up your arguments and convey your key messages - but only if they are clear and easy to read.
12. Your communication will be effective only if it is authoritative. Read over your draft and be self-critical, or if you have time, ask someone you respect to read the text.
13. As with oral communication, you will tend to be judged less on the content of your message than on its presentation. Are you using a clear, easy-to-read type face and font size.
14. If the communication is important, follow it up with a telephone call where appropriate. Check that the reader really did receive the message you wanted to convey.
Do's and Don'ts
Do:
Find, if possible, one or two vivid images or phrases that will convey the key element of your message and make it memorable.
Establish common ground with your reader and engage their attention and sympathy.
Be self-critical of your work and be open to other people's comments.
Don't:
Undermine the effectiveness of your communication by grammatical, spelling or typing mistakes.
Always print a page before sending it, and don't rely on the spell checker. Mistakes show up more clearly in black and white than on the screen.
Suppress arguments that are not wholly supportive or you will alienate readers: confront them and say why you think they are not significant.
Click here to return to the Checklists
| Information
supplied by Business Insight Central Library, Chamberlain Square, Birmingham. B3 3HQ Tel: 0121 303 4531 Email: business.library@birmingham.gov.uk www. birmingham.gov.uk/businessinsight www.bestforbusiness.com |
Alternatively,
click here for our Know
How Guides. |
Golden Entrepreneurs: Disclaimer Notice GoldenEntrepreneurs.com does not have any responsibility for, or be liable in respect of the content or accuracy of the information so provided, or for any errors or omissions therein. |
The
Information provided is generic and is researched using a variety
of sources. Major sources are acknowledged. |