HR managers, who have poor business writing skills, have no chances to build a successful career in a modern world. They need to craft hundreds of emails, reports and other documents, so they must have specific knowledge about how to do it right.
If you are an ambitious HR specialist who wants to move up the ladder quickly and easily, you should ensure that your writing skills are high enough. You can start with checking the following proven tips, which will help you to incorporate some essential improvements into the written communication in the workplace.
Put the Reader First
First of all, you should always try to discuss a problem with the point of your reader’s view. When you write an email or a report, you should make it informative, interesting and valuable. Moreover, a text shouldn’t contain any jargon and should be completely understandable for the addressee.
“Your task is to choose an appropriate wording, a tone of voice and formatting. All these small details matter in the business communication,” – states Veronica Wright, a CEO for ResumesCentre.
State a Purpose
The second rule of effective business communication is to state a purpose of the letter in the first paragraph. It will help a reader to understand a core message of the text in less than a minute.
Stop beating around the bush and clearly explain what you are writing about. Don’t force an addressee to spend time on reading 5 long paragraphs to get an idea of why he received this email. You should respect the precious time of people you communicate with.
Keep it Short
When it comes to business writing, you should always try to make a long story short. Every sentence you write and every single word you use should have its specific value. If there is a sentence that you can exclude without changing the core message of the text, you should delete or rewrite it to make it more meaningful.
“Don’t overload your emails with the numerous epithets and figures of speech, which distract a reader. The fewer words you use, the clearer purpose of your email seems,” – states Melanie Peterson, an HR generalist for EssaySupply. Brevity is the soul of wit; you should keep it in mind while trying to enhance your business writing skills.
“The HR specialists, which want to improve their business writing skills, should start from the mastering their grammar skills. It’s crucially important because even one poorly written email sent to a talented applicant can ruin the reputation of the company. No one wants to work for an organization, which employs illiterate HRs,” – claims Antonio Verger, a COO of OnlineWritersRating.
Even if you believe that your grammar skills are almost perfect, you still need to proofread every text carefully. People tend to unintentionally make spelling mistakes and typos, and you are not an exception. You should be ready to polish every text carefully before sending it to an addressee.
Utilize Useful Tools and Services
You cannot become a guru in business writing overnight. So, while you are improving your skills, you can get help from the tools and services available online.
Grammarly - This is the simplest tool you can use to check your grammar. It will help you to detect the mistakes you’ve made and proofread your text automatically.
FlashEssay - You can use this service to get assistance with writing an important email or report. Professional editors will polish your text to make it error-free.
Upwork - You can check this freelance platform to find a specialist in business writing, which will become your virtual assistant and will help you to cope with any task.
In fact, you don’t need to be a writer to craft an ideal business letter. You should simply learn how to accurately express your thoughts and how to present even a sophisticated topic in simple words.
Today, you have access to modern tools and services, which can help you to improve your business writing skills and, consequently, get a desirable promotion. Don’t hesitate to practice every day and you will be able to impress your boss and colleagues with your hidden talents.
Author’s bio: James Scott is an independent blogger and a marketing consultant to small businesses. He is especially passionate about team building and management, having run his own company for a number of years. Follow him on Twitter @JamesScottEsp.