By Nikki Phipps
All forms of writing have an intended purpose and target a specific group or audience. These two elements, as well as the writing tone, are vital for determining the overall success of your writing, whether it takes place in the workplace or beyond.
Writing is done for many reasons. In the workplace, writing may be used to record events and other pertinent information. It is often used to provide or obtain information to or from others. More often than not writing is used as a form of entertainment, such as fiction; as a way of teaching something, like with ‘how-to’ pieces; or as a way of persuading people to recognize other points of view on a given topic, such as opinion pieces or editorials.
If you write or are learning to, you may have heard about the five W’s. This is a helpful strategy often used by many writers in all types of writing. Simply put, the five W’s represent the who, what, when, where, and why questions that need to be answered in order for your writing to become a success. For instance, who will read it? Remember, you must have an audience of some kind. What is the purpose? What does the intended audience know about the topic? When or where did something take place? Why does anyone need this information, or why should they care?
Another helpful strategy in writing is how you write. For instance, most forms of writing should be focused on the reader, not the writer. Even if you are writing a personal piece, the main objective should be your readers or audience. Appeal to them. Depending on the writing itself, it may be casual, like talking to an old friend. However, business writing should generally remain less conversational and more professional.
Regardless of the writing nature, you should always try to maintain a polite tone. This might be achieved by softening your words or phrases a bit to avoid being viewed as overbearing or opinionated. Readers do not appreciate harsh tones and will quickly turn away from your writing. In business, especially when dealing with customers or clients, writing requires a certain amount of tact. If the writing comes across as rude or obnoxious, you will inevitably lose clientele. A more positive, courteous, reader-centered approach will always achieve better results.
Whether you write professionally or just for fun, successful communication relies heavily on the proper use of one’s purpose, intended audience, and appropriate tone. Answer any questions beforehand and focus on your readers. They are, after all, the ones that will ultimately praise or reject whatever has been written, whether it takes place in the workplace or beyond.