Getting Your Document to Convey the Right Message
Your message is your representation. That’s why you cannot afford to go wrong with written words. Here are four simple steps to make the process easier for you:
The message: Getting your thoughts in order is the first step towards conveying your message, exactly the way you want it to be perceived. This is of utmost importance because the subject of your message usually stems from right here. With this, you need to keep in mind the purpose of your document, the intended recipient, and the emphasis or the point you are trying to make. If you are still not clear, just ask yourself, “Why am I writing?”. That should put everything into perspective.
The flow: Getting your document to convey the right message needs a flow, but not something that would go indefinitely. When writing with a purpose, especially a business document, it is important that you get to the point at the earliest. Not only does it solidify your intent or purpose, the reader too appreciates that you want to save his/her time. That said, a proper flow takes the reader through the anticipated questions smoothly, and at the same time provides answers without any room for anticipation.
Grammar: Although written content is usually put in the backburner of most organisations’ priority list, a quick recall on how to spot a fake product would spring up a surprise. If you recall, most of the times, it would be misspelt words and lack of coherent sentences. Seemingly an insignificant cog, but definitely the one that can actually derail an otherwise good product strategy!
Check, recheck, and double-check: A freshly written document looks good to the writer without any obvious errors. The writer’s bias you may say. That’s exactly why it needs a recheck. If you cannot do it yourself, then may be someone else can check it. However, if it has to be you, take a walk. Not quite literally, but the idea is to provide a quick reboot to the brain! Getting back to a document after sometime makes the errors visible, be it logic or grammar. This also lets you fine tune or add a point you may have otherwise missed.
Conclusion: Yes. You read that right. You need to provide a conclusion that effectively sums up your message!