Writing that is precise, simple, and compelling is effective. It disseminates the writer’s ideas to the rest of the world. Ineffective writing is perplexing, lengthy, and unpersuasive. It distorts the writer’s thoughts. What, on the other hand, makes writing effective? Ideas, organization, voice, words, sentences, correctness, and design are all characteristics of effective writing.
CMA Consulting listed the 7 traits of business writing:
First are the Ideas. The writing is focused on a significant topic, has a clear main argument, includes useful details, and accomplishes its goal.
Communication is also based on ideas. The purpose of writing or speaking is to convey information from one person to another. Meaningful communication is the product of strong ideas.
Second is Organization. The general structure of a communication, the order in which its components are presented, and the transitions that connect them all are all addressed by the organization. This chapter focuses on organization, explains specific organizational issues, and offers practical answers. The writing has a solid start, middle, and end, and the content is effectively organized.
It’s no coincidence that a company might also be referred to as an organization. A well-organized firm is more likely to be lucrative, while a poorly organized business is more likely to fail.
The third is Voice. The tone is appropriate for the topic, purpose, and audience, and it reflects favorably on the writer while also engaging with the reader. Although voice is difficult to define, it is easy to identify. When someone uses a sarcastic, hostile, or otherwise improper tone of voice, we typically say, “Don’t use that tone of voice.” We might also respond to an email in an unprofessional manner
Forth is Words. The writing employs exact words and verbs, refrains from using slang or colloquialisms, and specifies technical terms when appropriate. Take a cue from the three little pigs: just as straw or stick home cannot withstand the wind, writing with poor, uninteresting language cannot convey a powerful message. A house made of bricks, on the other hand, stands firm, and writing with rich, intriguing words sends a strong message.
Fifth is Sentences. Sentences which flow effortlessly, with lengths, patterns, types, and starts that change. It is possible for a sentence to be short or long. It can present a fact or pose a question, issue a command or exhibit emotion, or even show how two circumstances are related. That’s a lot for a single sentence to do. This chapter will demonstrate how to achieve that.
Sixth is Correctness. Punctuation, capitalization, spelling, usage, and grammar are all in proper working order. Before you share your writing with another individual, make sure it is correct. You wouldn’t want to go out with missing buttons or hems unraveling, and you wouldn’t want to publish with agreement errors, misspellings, or other humiliating faults.
Lastly is Design. Typography, color, white space, lists, graphics, and other elements clearly communicate the message and are appropriate for the topic and purpose. It’s not about making a big statement or utilizing color just for the sake of it in business documents. Design, on the other hand, must serve content. The purpose of design, like every other trait, is clear communication, and the only way for it to work is to make the message clearer.
Being good at business writing will benefit you a lot as an individual. In case you’re looking to learn more, CMA Consulting is offering business writing skills training courses that will help you a lot.