I’ve been away (did you miss me?).
I had a lovely, well-deserved, trip home to meet my new nephew. But as usual the drive south was eventful. Every time I hit the Forth Road Bridge (not literally), once I get over the water, I head down the wrong road. It’s been made worse in recent years due to new roads and roadworks but, honestly, every single time I head south I take a wrong turn. And I’ve been doing it for the last 18 years. You’d think by now I’d have managed to get to grips with it. This time we ended up heading towards Edinburgh city centre.
I don’t have a satnav, so I use road signs to direct me and, to be perfectly frank, the signs towards the south from the Forth Road Bridge are the worst I think I’ve encountered. There’s the M8, M9 and A720 to navigate, but very rarely do the signs direct the driver to The South. This time, for some reason, we ended up heading down the A90 rather than the M9. But hey ho, it only added an extra ten minutes onto a 12 hour drive, so it’s no real problem.
But it did set my work brain tingling.
Communication is the key to everything, without it everyone gets lost.
From crappy road signs to instructions for flat pack furniture and company guidelines, if information isn’t communicated correctly it can cause problems for customers, clients, users and everyone else in-between.
So here are five tips for business communication. Whether you are a small business, a large conglomerate or a sole trader (or in charge of signage somewhere), this stuff is important:
If the information isn’t clear enough to understand, then the user won’t benefit from your expertise. What is the point in taking time to create documentation if no-one can understand it? Unless your audience is an audience of experts:
Keep things simple.
Use plain language.
You may have made your documentation easy to understand, but bad English will make your work less credible. To communicate effectively you need to make sure that your English is correct. Check for pesky spelling mistakes and grammatical errors. Have your work edited and proofread. Make your writing the best it can be.
When writing you have to make sure that you know your audience. Who exactly are you writing for? Different audiences will have different expectations and subject knowledge. There’s no point going into minute detail when writing about your latest innovation if the readership hasn’t a clue what you are talking about. Pitch your writing at the correct level and communication will be less bothersome.
Linked in to knowing your audience, never assume intelligence unless you are writing for a team of experts (and I mean this in the nicest way). Don’t dumb down, but keep in mind that your audience may not have a clue about the subject and is approaching it for the first time. Don’t treat them as idiots, but make things clear to your readership to allow them to digest the information without having to do background reading.
If you are writing instructions, be clear and make sure that every single step has been covered. Don’t miss anything out, even if it seems obvious – it won’t be obvious to some people. If you are writing documentation for a product or service, make sure that everything that needs to be covered has been. Check your document to make sure everything is logical and in the right place. By taking it one step at a time your readers are less likely to get lost.
So, there you have five quick tips for effective communication. It isn’t rocket science, but will help you when there is writing to be done. And if you feel like hiring a writer, you can always contact me and check my availability.