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How To Improve Your Business Writing

How To Improve Your Business Writing

Improve your business writing by following the seven suggestions below. By practicing these tips, you will be able to get your message across more clearly and help your colleagues and customers by not wasting their time.

Write like a newspaper journalist

Write the important stuff at the start. Begin with your conclusion. This may seem alien, but for time poor colleagues and customers doing this can make a massive difference. Remember that not everyone is going to read every email, blog post or paper that you write. So the sooner you get to the point, the better chance you have of conveying your message and convincing the reader continuing is worth it.

Read a newspaper and you’ll see that the facts are at the top of the articles, with context and other opinion toward the bottom. This format works as it entices potential readers to carry on, or it leaves your key message with those who have no time to read your masterpiece, cannot be bothered, or are just a bit simple.

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Business writing for colleagues and customers is better if you can keep the readers engaged. They are less likely to read through reams and reams of words just to get the point at the end. Instead they’ll give up halfway through, or worse, see that you’ve written loads and not bother at all. Which leads me nicely on to…

Keep it short by editing ruthlessly

Once you have written something, re-read and remove the waffle. Keep your writing to the point and compact. Why say something in 1,000 words when 50 will suffice?

By keeping your business writing short and to the point you be more likely to get you words read. Too long and it will definitely put some people off.

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Write like you speak

Read what you have written aloud (or in your head if you can) as this helps you to get the pace right and check that what you have written makes sense. Think about your tone when speaking and try to bring that out in the way that you write by using punctuation and avoiding complicated sentences.

Avoid using words that you wouldn’t use when talking, replacing:

  • therefore with so
  • thus with so
  • however with but
  • in order to with to

This will make reading your business writing more enjoyable and like it has come from a human rather than a legal document.

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Cut out the legal language

Leave the legal language to the lawyers and make your business writing as clear as you can. When writing for business you are trying to convey a winning idea or some brilliant news.

Include contents and sub headings in longer documents

In documents over one page, give your readers a chance to zone in on the important stuff by giving them a map. This makes the reader more likely to find the bit they want and keeps them happy – this also applies to long emails. If a colleague, manager or customer is only interested in one section, then point them to it. Don’t expect them to find stuff because they will probably give up!

Use bullet points

Introduce bullet-pointed lists in your business writing and keep the lists short. You should keep these lists at less than five points if you can. More than this and you run the risk of it looking like it will go on forever. If the list includes lots of items, then consider splitting into two or more lists with the important items in the first one.

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Practice and get advice

Don’t expect to get things right first time with your business writing. Something worth doing is worth persevering over. Try some of the suggestions above then ask a trusted colleague to review and appraise your writing. It pays to think carefully about who to get to help with this — make sure that you think their writing skills are first rate and that they are going to be constructive.

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Last Updated on June 19, 2019

8 Life-Changing Skills You Can Learn in Less Than 6 Months

8 Life-Changing Skills You Can Learn in Less Than 6 Months

Everyone has the ability to learn a life-changing skill not just this year, but in the next 6 months.

By life-changing, I mean something that can have a positive impact in your life moving forward, even if it’s something you can’t envision today. Certain skills we can immediately reap the benefits of, while others will be life-changing when we least expect it.

In this article, we’ll share 8 life-changing skills you can learn in 6 months, where you can learn them, and how you can get started today.

1. Speed reading

Bill Gates has been known to state that if he had one superpower, it would be the ability to read faster. What Bill and the rest of the mega-successful understand is that knowledge is power. The ability to process information faster from books, articles, and reports is what will help us learn faster, and therefore improve each aspect of our life faster as well.

Where you can start learning: Speed reading courses are becoming more popular, as more people realize how important it is with the limited time we have. You can check out free courses like Read Speeder or you can start learning how to use Spritzlet, which allows you to speed read articles online with a browser extension.

2. Public speaking

Research shows that people fear public speaking more than death itself. There’s something terrifying about being in front of dozens or hundreds of people, and exposing yourself completely. It’s when you’re most vulnerable, but learning how to public speak is a life-changer.

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Warren Buffett has given advice to recent graduates that the number one skill you can have to succeed is public speaking skills. Everything from communication, confidence, and sales is developed when you develop your public speaking skills.

Where you can start learning: Luckily, there are great communities out there like Toastmasters that organize local meetups all around the world. You’ll find amazing public speakers that are looking to get to the next level to beginners that are just getting started. Check out Toastmasters’ website here.

3. Spanish

As the third most spoken language in the world, the ability to speak Spanish will allow you to reach over 500M people around the world. No matter where you live, knowing how to speak Spanish is becoming increasingly more important, with the Hispanic population and economy spreading quickly worldwide. If you’re living in the US, this is even more important, with over 30% of the population being Hispanic.

Spanish is also on this list, because it’s one of the easiest languages to learn. Sure, Mandarin is an important language to learn, but it’s an incredibly difficult one to learn. If we were to measure the level of importance and the time to learn for all the languages available, Spanish would make it to the top of the list.

One of the biggest reasons why people never reach fluency in any foreign language is: using the wrong method, and lack of time.

It turns out that humans retain only 5% of what we learn from lectures, 20% of what we learn from apps (visual cues), and 90% of what we learn from immediate immersion. Yet, how do 90% of learn a new foreign language? Language schools (lectures), books, Duolingo (apps), etc that don’t provide the real-life immersion required for our brains to learn faster.

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Where to get started: If you want the most effective way to learn a language, learning from real-life interactions is the best way to do it. There are great websites like Rype, which offers Spanish coaching for busy people, solving the issue of lack of time and bringing real-life immersion to your screen. With Rype, you can book as many lessons as you want, at any time of the day, any day of the week, allowing you to fit it into your schedule, no matter how busy you are.

4. Accounting

If you’re looking to get into business, accounting is one of the core fundamentals you’ll need to succeed. While you don’t need to be an expert, you definitely should understand the basics.

This skill can also be used to manage your personal finances, to meet your financial goals, and having more control over your life.

Where to get started learning: If you didn’t learn accounting in school, no worries. You can either teach yourself using books, or check out free accounting courses online.

5. Microsoft Excel

Most people reading this probably have a basic understanding of Microsoft Excel Spreadsheet. While this is a good start, there are so many powerful functionalities that are hidden, which could make your life a lot easier.

Excel is also a great asset to have whenever you’re looking for a job, as many corporations rely on Excel to organize and manage multiple parts of the business.

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Where to get started learning: With the popularity of Excel, you can find tons of free resources and videos online to learn. Check out Excel Exposure, Lynda, and Excel with Business.

6. Blogging/Vlogging

Blogging is a powerful tool if you want to spread your ideas, build your brand, or grow your business. Since it was introduced, blogging has taken on a life of its own, and today there are ~2M blog posts being written on a daily basis.

Where to get started learning: Anyone can start blogging today. All you need is a content-management system like WordPress, which is completely free. Personally, I think the best way to start learning how to blog is to just start writing. There are techniques you can learn on how to promote your blog, but the best way to grow your blog is to write great content.

7. Weight training

Yes, weight training is a skill. It’s not as advanced as learning how to code, nor will it take as long as learning a new language, if you just want to learn the basics.

We’re not promising that you’ll get a body like Arnold Schwarzenegger, but you will see much faster results for whatever goal you have, just by understanding how to workout properly. And of course, when you’re dealing with an activity that involves physical strain, you’ll always want to caution yourself.

Where to get started learning: There are amazing body builders that are sharing all of their secrets for free on Youtube. You can check out Bodybuilding.com’s Youtube channel to get started.

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8. Photo and video editing

In the digital world that we live in, from Youtube, Instagram, and Facebook, there is no avoiding photos and videos. In fact, social media has increasingly gone away from text sharing and almost everything to photo and video editing.

Where to get started learning: For photo editing, you can use Photoshop. For video editing, you can use iMovie or Final Cut Pro. Keep in mind, there are dozens of editing software tools for video and photo editing, but what’s more important are your editing skills, not the tool itself.

Check out education websites like CreativeLIVE or Skillshare, where you can learn from experts themselves on how to best use design and software tools.

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