Every day in business we communicate with other people – whether it’s an email to a colleague, a blog boasting about our business, pitching to a client, or sending out a company-wide communication.
You need to grasp people’s attention – and hold it. The way you present your ideas can make or break your message.
So, why should you care about editing your business communications? Can’t you just fire off that email and then log off? Well, not quite and here’s why. First impressions matter. In business, what you write to others often serves as their first point of contact. Whether it’s an email or a proposal, the quality of your writing reflects your professionalism and attention to detail. A message riddled with typos and grammar mistakes can make you look sloppy. 74% of people pay attention to the spelling and grammar on a business’ website, and 59% would avoid using a company that made those obvious mistakes.
Clear communication is vital. Misunderstandings can lead to mistakes, wasted time, missed opportunities, and, worst of all, awkward conversations. Editing helps ensure that your message is concise and easy to understand, minimising the risk of confusion.
On top of that, a well-edited message is more persuasive. Whether you’re trying to convince your boss to greenlight a project or woo a potential client, polished writing enhances your credibility. It shows that you’ve put thought and effort into your communication, which helps you build trust and rapport.
Inconsistent tone, poor structure, or inappropriate language can tarnish your professional image. Editing helps you maintain a consistent, professional tone that aligns with your brand and company culture.
So, what is the best way to go about editing your business communications?
Here are some tips to help you sharpen your comms:
1. Take a Breather.
Once you’ve written something, and before you start editing, take a break. Step away from your computer, grab a coffee, or take a quick walk. A break will help you return to your writing with fresh eyes, making it easier to spot errors and areas for improvement. Plus, it saves you from sitting at your screen and reading something over and over again.
2. Read It Aloud (But Maybe Not in a Crowded Office)
Some of the best blogs and emails I read sound like a person having a friendly chat with me, very conversational and personal. Reading your work aloud can help you catch awkward phrasing and sentences that run on and will help ensure you stick to your tone of voice.
3. Keep It Simple
Business writing should be clear and to the point. Avoid jargon, fancy words, or overly complex sentences. If you can’t explain it simply, you might need to re-think your message. Remember, no one has ever complained about a business email being too easy to understand.
4. Cut the Fluff
We all love a good story, but business communications are not the place for epic sagas. Be ruthless in cutting unnecessary words and information. This is not the time to channel your inner Tolkien. Focus on what’s essential and relevant.
5. Check for Consistency
Ensure that your tone, style, and formatting are consistent throughout. This includes checking for consistent use of capitalisation, bullet points, and even fonts. Consistency not only looks professional but also makes your message easier to follow.
6. Use Technology (But Don’t Rely Solely on It)
Grammar and spell-check tools like Grammarly and Hemingway can be lifesavers, catching errors you might miss. However, don’t rely solely on these tools—they’re not perfect and may miss context-specific nuances.
7. Get a Second Opinion
Sometimes, it can be as simple as getting someone else to look at your work to catch mistakes you’ve overlooked. Ask a colleague or friend to review your work. This not only helps catch errors but can also provide valuable feedback on tone and clarity.
8. Be Mindful of Tone
Your tone should match the context. Whether it’s formal, semi-formal, or casual, make sure it’s appropriate. And remember, humour is subjective, so use it wisely and sparingly in business settings.
So, the next time you draft an email, proposal, or memo, remember these editing tips. In the world of business, clear and polished communication is not just a nice-to-have; it’s a must-have. It reflects your professionalism, ensures your message is understood, and can even make you more persuasive. By taking the time to edit your business communications, you not only improve the quality of your writing but also enhance your overall professional image.
And if you’re still not sure then get in touch with a Copywriter, we’re paid to help with these things.
Happy editing!