When asked to think of saving time and money, most business leaders will consider ways to reduce the cost of staffing, supplies, equipment, facilities and taxes. But what about written communication in the workplace?
Poorly written documents—from emails and newsletters to reports and presentations—waste valuable resources and can hurt your organization’s credibility. Someone who isn’t confident writing likely spends more time composing and revising documents, which is time away from other tasks. Every revision minute spent re-reading documents, and time following up with someone for clarification is costly.
How poor writing adversely affects the bottom line
Consider what happens if someone on your team produces:
- A disorganized report that shakes the confidence of senior leadership
- A confusing email that frustrates a client who decides to start working with your competitor
- Multiple drafts of a document, requiring hours of work and input from other team members to rectify errors and make it readable
- A proposal full of grammar errors that fail to impress potential investors
- Poorly written directions in a user manual, which result in customers flooding the call centre with complaints and queries
- Marketing copy full of errors that affects your company’s reputation
How employees communicate is directly related to how your organization is perceived, so much so that 84% of people surveyed by one researcher reported they are more likely to trust a company that uses clear language that is free of jargon.
A readable format is more likely to engage your intended audience, while easily understood information builds trust and credibility.
Investing in developing writing skills pays off
Here are some specific ways in which clear and concise writing can create a positive impact.
Time and Cost Savings: When employees are proficient in business writing, they can draft documents more efficiently and effectively. Clear and concise writing minimizes the need for extensive revisions, clarifications and follow-up questions, saving valuable time and reducing costs associated with excessive back-and-forth communication.
Every written document produced by an employee has a cost to your organization. Our calculator can help you estimate this cost. Simply enter the average length of a business document (in pages) and then add the average annual salary (in thousands) for the person who produced it. When you click calculate, you’ll see an estimate of how much it costs your organization to write the document.
Increased Understanding: Effective communication is crucial for conveying information accurately. Clear writing ensures that readers comprehend the message more easily, reducing the chances of misinterpretation or confusion. This leads to improved comprehension and better retention of information, allowing the readers to make informed decisions based on the communicated content.
Enhanced Credibility and Professional Image: Well-written documents can reflect positively on your organization and enhance its professional image. When employees articulate their thoughts clearly and concisely, it showcases professionalism, expertise and attention to detail. This strengthens your organization's credibility, instills trust among clients and stakeholders and enhances its reputation in the industry.
Client Retention and Attraction: Clients and potential clients are drawn to clear communication and easily understandable documents. Clear and concise writing ensures that clients receive information in a straightforward and comprehensible way, fostering better engagement and satisfaction. When clients are pleased with your organization's written communication, they are more likely to remain loyal and recommend your organization to others.
Improved Internal Collaboration: Effective business writing skills facilitate collaboration within your organization. When employees communicate ideas, instructions, and feedback clearly and concisely, it promotes smooth coordination, reduces misunderstandings and enhances overall productivity. Clear writing also helps to align your team members' goals and expectations, leading to more efficient workflow and successful outcomes.
Effective writing is a skill that can be learned
Training in written communication can help writers gain confidence and become great. There are various approaches, including self-directed learning, seeking mentorship from a proficient writer within the organization or enrolling in a writing workshop.
Here are four key areas to focus on when looking at improving your writing skills.
- Clear and concise writing ensures that the intended message is communicated effectively. To write concisely, eliminate unnecessary jargon, use simple and straightforward language. Also, use specific words to convey your ideas and keep your readers engaged.
- Proper grammar and usage are essential for accurate and professional communication. Periodically review grammar rules, punctuation, sentence structure and word choice.
- A well-structured document helps readers navigate the information easily. When organizing your content, consider how to best use headings, subheadings, bullet points and paragraphs to separate your information and increase readability.
- Editing is a crucial step in the writing process. Always review and proofread your documents. This process includes checking for grammar and spelling errors, eliminating redundancies, refining sentence structure, and ensuring consistency in style and tone.
