Managers write numerous letters and communications to juniors and seniors within the organization. These communications keep businesses going and help to nurture relationships. At the management level, writing cannot be casual. It must be deliberate, accurate, and precise. This ensures that the message is received as intended and desired outcomes are realized.
Communication expectations from a business manager are very high. The message is also regarded as high and will generate a lot of interest. It influences the decisions and actions of people within the business and beyond. How do you polish your writing such that it is effective and delivers desired results? Here are excellent tips to consider when writing.
1. Choose An Audience
The message is not broadcast on a public platform. It is going to a very specific audience. It could be executives above you, managers at your level, or juniors below you. The message could also be targeted at partners and associates outside your business. The language and style used in each of these cases are different.
A business manager must understand the message being communicated and develop the best phrasing based on the audience. You will be communicating good, neutral, and bad information in your writing. You can feel yourself as an online essay writer who shall write about everything without any emotions. A soft landing for the message will make your communication more effective. If the audience cannot understand or decode the message, your communication becomes useless. Write in such a way that the audience will understand the message.
2. Develop A Consistent Style And Format
A manager must create an aura around himself that will cause readers or recipients to see the authority that comes with any communication. One of the most effective ways to create this atmosphere is to develop a consistent format and style. Anyone reading the message will know that it comes from a certain level of management.
Formal writing comes with the salutation, the main message, and signing off. A signature letterhead, unique salutation, and cordial signing-off will create the style identifiable with a manager. An analyst should see the consistent thread in your writing. It will make it easier and faster to draft future letters and communications.
3. Pass A Clear Message
What message do you intend to pass with your writing? Stick to the message and do not leave any room for double interpretation or doubt. Avoid a lot of unnecessary salutations, explanations, and details. Indicate your intended message and pass it in the least number of words possible.
A wordy letter or message opens room for misinterpretation. Avoid words that are subject to multiple interpretations. Managers who do not communicate clearly are forced to write follow-up and clarification letters afterward. By the time you make these clarifications, the message will have been lost.
4. Demand Clear Outcomes
The recipient should know what to do from your communication. If you need people to attend a meeting, for example, indicate the designations expected, arrival time, items to tag along, and expectations. You must also indicate whether the feedback is expected, and the format of such feedback should be given.
Some messaged do not require any feedback. Indicate that you do not need the feedback and the changes or reactions expected. Leaving a letter or communication open to interpretation will damage your working relationship. It also causes confusion in workplaces.
5. Create Connections With The Audience And Other Messages
All communications are meant to keep relationships or businesses going. Your writing must not insinuate an end. Leave room for open communication by including feedback phone numbers, email addresses, and desired ways of communication. The tone used must also indicate that you are open to continued communication.
A business manager must choose his words and style of writing. Every word you put on a paper holds a lot of weight. Recognize the authority that comes with your position and ensure that this authority is reflected in your writing.