Effective Business Communications Use Simplicity

It can be as simple as a memo asking employees to review a new policy or to use a special entrance during business hours. Often, however, poor business writing can lead to such simple messages becoming unclear and the objects of the company rumor mill.

Most memos take too long to get to the point and contain unclear language and inappropriate tone. Using jargon and confusing sentence structures causes employees to miss the point and put the memos aside.

Problems created by unclear communication include: 

• Extra effort to rework the memo 
• Additional time to call and email people to explain the memo 
• Frustration to the recipient of the memo

So, make memos simple and direct; skip the fluff and the large vocabulary. Using a template can make the writing process easier. Finally, make sure your tone is suitable for your message.

Readability plays a large factor in whether a memo is understood. Readability is measured based on: 

• The number of syllables in a word
• The number of words in a sentence
• The number of ideas in a sentence

The more of these you use, the harder it will be for readers to understand.

Keeping the readability level to between 8th and 12th grade is ideal in business. Other ways to improve readability include: 

• Well-organized paragraphs
• Transitions to connect ideas
• Headings and listings to separate ideas
• Appropriate tone

The tone is very important because it reflects how one feels when reading or hearing the message. It shows that the writer cares about the receiver of the message. It also reflects upon the writer personally as well as affecting morale and motivating people.

Clearly written business documents ensure reader comprehension and quick response, which is important with the high volume of information that gets passed through offices each day.

So why say something in three sentences when you can say it in one? If your sentence is 12 words long, but you can convey the same message using six words, do so.

I recommend writing communications so that the most important information is listed first, while descending to the least important. The communication should answer the following questions: Who, what, when, where, why and how.

Creating a template based on this simple structure will produce communications that are readily understood by everyone in the organization.

About the Author

Sue Voyles, who has written letters, memos, press releases, and other business communications for 20 years, is president of Logos Communications, Inc. in Canton, Mich. Her firm provides writing, public relations, marketing, and event support to large corporations and small businesses. Learn more at www.logos-communications.com.