In today’s fast-paced business world, written communication is more important than ever. In fact, with so many of us working remotely, it may be the primary way we communicate. That’s why it’s essential to make sure your written communication is clear, concise, and effective. Tips for keeping written communication simple can benefit all administrative professionals and many more.
Know Your Audience
The first step in effective written communication is knowing your audience.
Who are you writing to? What do they need to know? What tone is appropriate?
Understanding your audience will help you craft a message that not only conveys your intended meaning, but resonates with your readers. Keep your language appropriate and avoid using confusing jargon or acronyms that your audience may not understand.
If you’re new to your role, you might not know what your audience needs or wants to hear. That’s NOT your fault. It’s sometimes hard to understand how people want to actually communicate. Someone might say they want one thing, but really want something else. It’s possible they are saying what sounds better instead of what they truly want.
Finding the sweet spot simply takes time to learn. If you have a good manager or trainer, he/she will hopefully train you and show you what works best so you don’t waste your time trying to figure it out.
Keep It Short and Sweet
Short sentences and paragraphs are much easier to read and understand, especially when the message is complex.
When crafting your message, opt for short, simple sentences instead of long-winded explanations. Use bullet points or numbered lists to break up blocks of text and make the information more digestible.
Stick to one main idea per paragraph and avoid adding unnecessary information that could confuse your reader.
Be aware of the fact that people rarely read every word in a document. Their eyes will scan for key words or phrases to help them understand the point quickly and easily. So you always want to make sure your message is clear, concise, and obvious from just a glance.
Use Active Voice (when you can)
The active voice is more direct and engaging and can help keep your writing simple. Passive voice can make messages less clear and harder to understand. To illustrate, compare the following sentences:
Passive: The report was written by me.
Active: I wrote the report.
Passive: The mistake was made by the team.
Active: The team made the mistake.
This can be difficult for admins because our role often involves talking “about” and reporting details. Commonly, we focus on details about an event or situation that took place without us being there. So, using passive voice seems more appropriate as it creates distance. If we didn’t notice the distinction, the second example above could have disastrous consequences.
Let’s discuss, while the second sentence in the examples above could be a fact, it sounds like someone is blaming the team. The sentence seems to focus a little more on how the team made a mistake instead of just talking about the existence of the mistake itself. Those are the fine lines we often walk.
So, use your best judgement here. I have faith in you!
Edit, Edit, Edit
Editing is a crucial step in keeping your written communication simple.
Read over what you’ve written and make sure it’s clear and concise. Check for grammar and spelling errors, and make sure your sentences flow smoothly. Avoid using filler words and phrases like “um” or “I think.” Instead, be direct and confident in your message.
Lastly, leave yourself time to edit. Don’t rush through your work, especially when you are feeling rushed. Set aside a few minutes to read it over and make sure everything is correct before you hit “send.”
Consider creating your own proofreading system or installing a software like Prowritingaid.com or Grammarly.com to ensure you’re sending out your best work. Again, mistakes still might make it past your defenses, but there will be fewer of them. That is the goal. You’re not a damn robot. You’re a human. We err.
Know When to Pick Up the Phone
Sometimes, written communication isn’t the best option to use to communicate. Pick up the phone or schedule a video call if your message is complicated or requires a back-and-forth exchange for maximum effectiveness.
This is especially true if your message has to do with a sensitive subject or requires an emotional response. A face-to-face conversation can make the recipient feel heard and understood.
Writing is a critical skill to possess for admins, but don’t forget the importance of verbal communication in keeping your messages clear. Adding a personal touch to the conversation can help avoid confusion and misunderstandings.
Conclusion
Keeping communication simple is essential.
Make your message resonate by understanding your audience, using an active voice, keeping it short, editing, and knowing when to pick up the phone.
As an administrative professional, these tips will not only help you communicate more effectively but save time, frustration, and excessive face-palming.
Featured Photo by Glenn Carstens-Peters on Unsplash
