What it means to put the reader at the Centre in professional communication

What it means to put the reader at the Centre in professional communication

This article originally appeared on Thrive Global.
Working remotely means having to communicate more through writing. But written communication can be an effective method of sharing information and keeping teams connected when the news is easy to understand, and the main dishes are clear.

And that’s harder now than it used to be. Without easy access to direct personal feedback, it can be challenging to determine how your audience will receive what you have written. According to recent research by Grammarly, this difficulty’s experience is widespread: it is challenging for professionals to know how they come to those who read their writing. They want to make sure that they know that their main points are clear and
concise – that they are understood.

Make sure your writing resonates.

fastwordcount.com help you write exactly what you mean.

The search for trust in professional communication only grows as companies consider permanent models of distance work or increase long-distance
working time. This is for us at Grana, where our team members can work remotely until August 2021. Our company focuses on creating product
offerings that help people be understood as they intend – to help them improve how the message is interpreted before it is shared. This means that we always think critically about our professional communication.

Here are three things I learned to keep in mind when I write. I hope they can help other professionals navigate written communication today,
tomorrow and beyond into our far-off work of the future.

Your audience comes first.

These days, writing often happens on the fly, and probably when juggling video calls and personal duties at once. When we move quickly at work
to check the box and move on to the next thing, we don’t always have to stop thinking about our message’s recipient.

Well-written, thoughtful communication makes the reader feel like they’re understood — it shows that you care about it. To make sure you’re not
moving too fast, think about the following:

Consider your questions proactively: Before you write down your communication, consider the questions your reader might ask you in response to your message. Putting the reader first in this way shows that you are behind their perspective and helps your message resonate.

Include personal touches: The easiest way to prove that you care about the reader is to individualize your message. Create a relationship by
ing a personal anecdote or referring to the essential recent success of the person you’re writing.

Be yourself: In our new remote-work reality, many people look for just a little more humanizing quality in their work interactions. Make room
in your writing to inject your personality so that the reader connects with the message on a personal level – also, it can allow others to
express themselves as well.

It’s about how you say it – and how much.

Ensuring that your communication lands as you want it to land also means having an overview of what makes writing effectively. In a remote work environment, we cannot afford the luxury of reading a room or quickly clarifying critical points with our colleagues.

To ensure that the message is received as intended, consider the following information when reviewing the written draft:

Beware of sentence structure: Whether your message is understood can often depend on how you organized your thoughts. Achieve optimal readability by catching concise sentences and limiting the spinning systems.

Consider your tone: Make sure that the written communication style is consistent with the context of the message. For example, an exciting personal announcement should not be written in a formal business tone, but a long-term employee’s departure probably requires a statement that expresses appropriate honesty.

Eliminate layoffs: Even great writers are prone to make the same point multiple times in different ways. When reading what you’ve written, ask yourself if any of your issues are superfluous – or if you’ve used the same word too many times – and don’t be afraid to edit significantly.

The devil is in… Formatting

In everything you write, you know best what information is most important. Please don’t make the reader guess by burying their critical points in large blocks of text.

For example, you might have a term-driven call to action that requires a specific context setting. To ensure that your reader doesn’t lose this information, focus their attention by formatting key points differently.

Here are some tips to help you breakthrough in your writing:

Lead with your crucial takeaway: Put your key takeaway at the beginning of each paragraph so that your reader quickly understands the basics and doesn’t miss your main point. This allows you to promote your takeaway with context consistently, but never bury management.

Bullet out consecutive thoughts: If there are multiple vital points you need your reader to understand, the bullet is to signal their importance. If you come across a run-on sentence with multiple commas, ask yourself if this information could be better passed as a list.

Be bold: Bold important information, such as dates and meeting times that might otherwise be miss in your report. For a critical takeaway necessary for getting it, you can go one step further and even add underlining.

During these last few months, written communication has steadily become more central to our work experience–and that trend is not ending anytime soon. As our distant working lives continue to evolve, we all find ourselves searching for ways to make sure that we connect with colleagues and make sense of each other. I know I always develop in my understanding of how to communicate with colleagues in writing. I hope these tips I
shared can help professionals who find themselves in the same situation.

 

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