Business writing is an essential skill that is required at several stages of a person’s career. It is important to have good business writing skills, and as a business leader, you must be able to identify the skills of an employee’s performance with respect to business writing. Although it is rather an indefinite goal to “improve business writing skills,” however, you can still focus on a few aspects to improve the skill.
Multiple senior officials tend to find it challenging to skim through the documents to find the relevant chunk because of poor business writing skills. For better result-oriented messages and purposeful documentation, leaders tend to work on employee’s business writing skills to improve their productivity.
To know more about business writing skills, in this article, we would be highlighting the importance of business writing and how managers can measure the business writing skills of employees.
What is Business Writing?
Business writing is a clear and concise document that seeks a business response and includes relevant information regarding a specific purpose. Some of the essential components of a business written article are:
• Must have a purpose
• Must be accurate and relevant
• Must be clear
• Grammatically correct
All businesses, ranging from carpet cleaning to IT firms, need business documents. If a business document is poorly formatted and compiled, the reader is unable to fully comprehend the purpose, which can have adverse effects such as loss of client or money.
Sometimes, companies have to bear losses that can reach up to billions of dollars just on the mere mistake of a comma. Hence it is essential that the employees working in an organization have good business writing skills to avoid any such incident.
How to Improve Business Writing Skills
Before we move on to how to measure employee business writing skills, let’s have a look at some of the ways through which the business writing skills can be improved:
• Remove the Emotions
Business documents are purely formal documents and do not require any personal opinion or emotion. Business writing is different from academic writing, which is why you must not mix the two together. The selection of words must be carefully made to get your message across without being offensive or too casual.
• Identify Your Particular Weaknesses and Strengths
It is not easy to crucially analyze yourself; however, you must get feedback to identify your strengths as well as weaknesses. It is better to divide the written document into chunks to identify which area needs improvement.
Separate the information and content from the choice of words to better analyze which part needs more attention in improvement. You should also review if the document is fulfilling its purpose, and if the message is loud and clear for the reader?
• Review and Correct Your Information and Organization First
Just using good words and sentence structure isn’t important; rather, first, you need to focus on the content that you are putting in the document. Make sure the content is clear and concise and is also to the point.
There are various ways that you can then improve it, but your essential focus should be on the primary purpose; the content. You can follow some of the following tips to review and correct your content:
o Address your targeted audience
o Make sure to put the purpose straightforwardly
o Take care of the logical sequence of the information
How to Measure Employee Business Writing Skills
Measuring the skills can make it easy for you to determine which area needs improvement and how you can help employees work on their business writing skills. There are different steps that you can follow to analyze and measure the skills of an employee:
1. Separate Substance and Syntax Measurement
The two most essential components of business writing are substance and syntax. These are two separate portions that need to be analyzed. For example, a piece can have the required substance but lack proper delivery and syntax, and conversely, it can have the proper syntax but incomplete substance.
You must be careful of the substance that you are writing in your document, as incomplete information can lead to adverse effects like confusion, miscommunication, and misguidance. The syntax is important, but substance takes the lead as well-written, but the incomplete document is never of any good use to anyone.
2. Analyze the Substance of a Typical Document
Now that you know the importance of both the substance and syntax, it’s time to focus on each separately. The substance of a document that is written by an employee must be analyzed and monitored to check whether it delivers what’s needed.
For a business document’s substance, it is important that the following items are checked:
• Correct content
• Logical categorizing
Once you follow the above-mentioned points while analyzing a document, it gets easier to measure where the employee of lagging and what are his strong areas. These points will help you reduce the gap and identify the areas of improvement.
3. Analyze Syntax
Now that you have thoroughly analyzed the document’s substance, now is the time to focus on syntax. It is relatively easier to point out syntax-based errors than it is to point out substance errors. Mostly the people with good critical analysis skills are better at introducing several aspects in a document.
However, it isn’t necessary that people with good analytical skills will always be good at syntax; hence it is essential to focus on syntax and mode of delivery of the message. It is not too hard to learn syntax errors and can be easily fixed if guided.
To Sum It Up
It is essential that you know how to measure business writing skills and the performance of your team, like it important in any other field. However, having a clear pattern and breakdown can help you analyze a document better and point out each individual’s mistakes and areas of improvement.
Once the mistakes are analyzed, it is easy to guide the team about their shortcomings and help them improve their skills.