A Simple Approach to Writing for Business

There are several ways to simplify the writing process. One of the quickest, and most easily adaptable ways is to create and follow a simple outline for all of your business writing.

While you don't need a detailed, four-page outline that encompasses every point you want to make or every theory you purport, a simple outline can assist you in organizing your thoughts, narrowing your topic, helping you decide exactly what you want to say, and ensuring that you cover every important aspect of your subject. It also helps you jump over the writer's block hurdle that plagues nearly every writer at one time or another, but we'll cover that topic in another article.

Organize Your Thoughts

Before you even begin to write, spend some time brainstorming. Grab a sheet of paper and a pen, or a blank computer screen and a keyboard, and write down everything you can think of that relates to your topic. Include ideas that are only slightly relevant, ideas that you may eventually discard, but don't filter your thoughts at this point. Spend about 10-15 minutes writing down EVERYTHING you can think of about this subject.

When you're finished, go back over what you've written and eliminate duplicate thoughts, unnecessary or irrelevant ideas, or anything else you don't want to include. Now you have a fairly thorough list of the general ideas you want to discuss.

Narrow Your Topic

Next, look at your ideas more closely. Do you really want to cover every one of them? Are some of these topics better left unsaid, or some such common knowledge that you don't need to mention them? Only you can decide what's important, but focus on what you really want to say. Ask yourself some questions, such as:

• Who am I trying to reach with this writing?
• What do I want my readers to understand?
• Are each of these ideas necessary to my central theme?
• Have I left anything out?

Decide Exactly What You Want to Say

Once you have each general topic area defined, it's time to think about each area in more detail. Decide what makes each thing you've written down important. Determine what it is that you want your readers to understand about each specific idea. Write your first draft at this point, being careful to fill in every detail you can. It's much easier to edit and cut extraneous material than to try to go back and fill it in later.

Cover Every Important Aspect of Your Subject

After you've written your first draft, you'll want to go back and evaluate every sentence, and every paragraph. Have you covered every important aspect of your subject? Should you expand an idea more fully? Can you rewrite a sentence or a paragraph to make it read more clearly or professionally? Now is the time to do your best work. Ensure that your subject is covered fully and completely and that you have said exactly what you intended to say.

Consider Hiring a Professional

Most small business owners and entrepreneurs must wear many, if not all, of the hats in the company. While it's easy to recognize the importance of your business communications, it's also easy to allow them to crucial documents to exit your office without full consideration for their impact on your bottom line.

Consider this... if you don't communicate clearly and effectively with your clients and prospects, you'll lose their attention -- and their business! Immediately. Permanently. Period.

That's why, if your business writing skills are less than professional, you should seriously consider hiring a professional writer and/or editor to assist you.

Often, the first thing your audience sees is your written communication, and if you fail there, you'll never get the chance to show them what great products and astounding customer service you can provide!

Article copyright © 2004 by Darlene Bishop. All rights reserved worldwide.

Darlene "Dee" Bishop is a writer and creative designer with decades on online experience and the owner of Bishop's Corner, an online/catalog shop offering hundreds of quality gifts, home decor items, toys, housewares, furniture and more with nearly 1,000 products under $20. Visit her online store today at http://BishopsTN.com.

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