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Writing at Work: The Basics

 Take the time to write well

I recently received an email at work which included a message at the bottom which read , "Please excuse any typos or misspellings, this message was sent from my iPhone."

Is new technology a good excuse for poor grammar in a business setting? Is it more important to reply immediately on the run rather than sitting down to write a thoughtful response?

While the iPhone example is extreme, many business people are using computers as an excuse to let their basic writing skills become less refined and hurried in the name of efficiency. E-mails are sent without being proofread, employees easily forget that every electronic note can be archived, tracked and reviewed and instant message conversations replace those around the water cooler.

Each email, text message, instant message or memo contributes to your personal brand and the way others perceive your commitment to your of quality of work.

It is worth the time and energy it takes to improve writing skills and to use them to build a reputation as a thoughtful and well educated employee. 

For each correspondence you write be sure to think about the following elements in order to accomplish your intended goal and to be persuasive.

1. Grammar: Review the rules of grammar, use the dictionary to choose the most precise words, spell check and use capital letters when needed. Sloppy writing sends a very clear message.
2. Identify Your Audience: Who will read this? Each audience has different backgrounds, values, opinions, experiences and a different relationship with you. What are your audiences expectations of your work? How much do they know about the topic? What are their attitudes? 
3. Purpose: Why should your audience read this? Why would they be interested? Get to the point immediately. Is there a call to action?
4. Message: What do you have to say? What details are important and how much detail will you give? What are the key points?
5. Style and Tone:  How do you communicate? What words you choose and the length and construction of your paragraphs will dictate the way the you intend to sound. Are you trying to be formal, infomal, personal or impersonal? 

While it is easy to get into a routine of quickly sending emails throughout the office, to clients or to the public, it is important to take the extra time to think about how the note will be preceived. People with correct grammar, few typos and good writing skills will stand out in an environment of unthoughtful, hasty correspondence.