What is an effective business organization? The answer to that is quite broad and varied. However, 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. Additionally, it can dictate whether the company makes or loses money. In addition, it affects the business organization at various levels from individuals to company leaders.
- To pass on information
The basic role of business writing in an organization is to share information. Whether it’s the latest sales statistics or a sales projection, business plan, or marketing proposal, getting the data right is essential. The success of a business organization depends on the quality of information flowing through its people.
- Justify the action
Another reason people communicate is to justify or explain actions. One example is writing an incident report. The person explains what happened so that the company can better understand the event. Justification and explanation require the writer to provide as much detail as possible to clearly communicate their ideas.
- Influence actions
Commercial writing is often a way to stimulate other people. A good example is submitting a business proposal, marketing plan or project proposal. By specifying the relevant information, the author tries to influence the decision. Persuading others is a hallmark of operative business communication.
- To bring good or bad news
A workplace is a dynamic place. It delivers good and bad news to employees on a daily basis. Through proper business communication, the bad news is properly written to soften the blow. Likewise, upright news is tinted just for emphasis. This can range from a pay raise to sharing in the company’s successes. On the other hand, it can offer grim realities such as suspensions or even dismissals.
- To direct action
Finally, effective business writing aims to direct readers to the right actions. Many company documents, such as SOP manuals, employee manuals, technical manuals, and the like, offer explicit information. In order to guide the employee’s actions, company correspondence must be clear and concise. Unfortunately, many communication errors result in unclear and contradictory statements.
With these 5 reasons for corporate correspondence in mind, the writer can effectively write business communications. In addition, proper writing style stems from a clear and effective purpose of business writing.