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Writing for Business

Training and Deveolpement webWriting for business is an important component in every corporate role, but that does not mean everyone knows how to write.

As a leader or project manager, the ability to write effective business documents and collaborate online are essential in achieving positive business outcomes.



Format for Writing

There are a number of strategies to consider in the process of developing accurate, informative, and interesting prose: Purpose for the Writing

  • Audience for the Writing
  • Planning the Writing
  • How to Inform and Persuade

These strategies will serve as a guide in developing concise, direct writing that is crafted with a specific purpose and audience in mind. If the writing is well thought out and pertinent information is conveyed to the reader, then the reader is persuaded for a precise call to action.

Purpose for the Writing

When a purpose is defined for any type of writing, before it is written, there is little question as to what the content should include. Whether for an email, an executive summary, a project plan, or a summary report. Identifying a purpose is the single most important step and will save time in rewrites and unorganized sentences and paragraphs. A purpose is often the first sentence or paragraph in an article of writing. The writer must identify the purpose in their own mind before they can expect the reader to interpret it.

Audience for the Writing

When an audience is considered before the writing process begins, it becomes clear what level and style of writing must be used. As an example, the audience may be novice or experienced, culturally diverse, young or old, or a combination of these. The more information the writer has about the audience the easier it is to write. This information changes the structure needed for the writing. Knowing the audience helps writers eliminate unnecessary information and remain focused on the topic.

Planning the Writing

The planning phase in all business writing involves some form of brainstorming to organize the writer’s thoughts: free-writing, lists, maps, notes, or outlines. By using a process for sorting the key points and ideas that need to be communicated in writing, the words will flow more easily and the reader is likely to get the point earlier. The writer avoids drawn out paragraphs stating irrelevant points, and the reader is able to comprehend what is written.

How to Inform and Persuade

This is where the right words make a difference. By selecting common, easy to define words, sentences, and paragraphs, the audience is able to read and understand the content. The outcome—content that informs and persuades a reader. If a reader has to stop reading in order to look up a word, their attention span is disrupted. In business writing, direct and concise words along with accurate punctuation, grammar, and style are important to the success of written content.

Online resources and courseware are readily available to help at Ashford Global IT with advanced business writing: word usage, sentence structure, spelling, sample formats, business content, and more. Writing for business is easier than ever before. Know the audience, decide on a purpose, plan it out, and use the right words. After that, read it, spell check it, re-read it, and re-read it again.

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Mary is a leading trainer in Microsoft® and Business Applications.

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