Tuesday, 31 October 2017

Your Business Writing Skills- Where Do You Stand?





Facing an audience of male and female executives, some of whom worked in multinational oil companies and in other reputable organisations, I mouthed with some flourish:



"Nothing will kill your career faster than incompetent or ineffective business writing skills".



Having amended the original slogan from The Language Lab, I used it as my opening remark for the business writing sessions that I recently facilitated for a seminar.



As the audience visibly pondered on the veracity of my claim, I slowly repeated the sentence.


I explained that not only did I completely agree with the statement, I also believed that because business writing was so instrumental to our careers, we'd be required to write convincingly to  influence people at some point in our professional journey.



So whether you go on to conquer new professional feats, or fail miserably, will depend on your (in)ability to express your views to sway your audience to take the desired action.





And it wouldn't matter what role you have, or the sector in which you work.




Here's the thing about business writing:



It's difficult to write really well in the business context; so if you can hone this skill, you immediately differentiate yourself from the pack.



Below are some insights from my sessions:



1) To write well, you must take into account the other types of  communication





You can't write well without having a good understanding of the context that will shape your writing.



And this often means that you'd need to consider verbal and nonverbal cues, whenever appropriate. 



For example, if you're required to write a letter rebuking an undesirable behaviour, knowing what was verbally uttered and the nonverbal cues that accompanied the action, will guide you on how to word the letter.




Business writing shouldn’t  thus be done in a vacuum.




Moreover, in sensitive matters, a good deal of emotional intelligence is required to maintain a delicate balance between professionalism and empathy.




For example, in a case involving a tragedy, it might mean the difference in impact between the two options sent by your employer:





A) "Please accept our condolences on the loss of your loved one. Regretfully, because of time constraints, we must insist on your decision by 4pm".






B) "Please accept our condolences on the tragic loss of your loved one. We can appreciate that this painful circumstance is emotionally draining for you. Therefore, we would wait for a convenient time to be informed of your decision".



Despite your grief, you're likely to consider the second option more favourably; you’d also be inclined to promptly respond to that subtle request.



Comparatively, your reactions to the first statement may range from disbelief to disgust. You might even become emotional detached from your employer and reassess your continued tenure in the organisation.



Choosing the appropriate words, style and delivery in business writing may take time to master but with practice, you can write persuasively, even in delicate matters.




2) You need to replace bad habits with effective alternatives








We've been guilty of the following:


- Bad grammar, (made worse because we didn't know we were using bad grammar). Included here is the laziness to verify constructions that are suspect.



- Poor or nonexistent habit of reading good content.



- Persistent unwillingness to write. We either get people to write for us or we avoid writing altogether.



The habits above over time further weakened our writing. Then when placed in competitive environments, our ineffective writing skills lost us business opportunities or cost us promotions.



So while we're all educated and can write passably, we often struggle with writing effectively in the business context.



The solutions are simple but must be consistently applied. To change those bad habits, you should:



A) Brush up on grammar


Do some grammatical exercises online and brush up on the standard rules. The University of Bristol has an online section where you could do exercises, as well as read simple explanations about different topics on grammar. Do as many exercises as possible, beginning with exercises on punctuation marks, subject-verb agreement, and common confusions.


Another online resource, the Purdue Online Writing Lab is also useful for testing your understanding of grammatical norms.


Nonetheless, note that (re)learning good grammar in isolation is no more effective than memorising the dictionary and not putting that knowledge into practice.


Consider good grammar as a solid foundation. You must build upon that foundation by writing regularly to hone your business writing skills.



B) Read well-written content






You'd  never  improve your  business  writing skills  if you  don't regularly read good materials. I have stressed this point in several articles on this blog. Learn from  good authors by reading their work. 


Read every day. It doesn't matter what you read as long as it's written in foolproof English. Take your pick from short stories, novels, articles, magazines and influential business sources.





There's a reason that those who write them are celebrated.


Learn from them. 



C) Understand the three 'rules' of effective business writing 



I) Consider your audience


Your audience will determine the style you use and the vocabulary you choose.

Don't write anything until you address the allure of value for the recipient. To be a persuasive writer, you should consider the what's-in-it-for-me angle.



II) Aim for simplicity, brevity and clarity


These three 'beacons' of effective writing will sharpen your content and make it compelling.


Learn how to do it right. 



III) Proofread thoroughly and edit ruthlessly


Here, your (hopefully) improved grammar will become invaluable to your finished product. Proofread your work thoroughly. Read your piece audibly and slowly. You'd catch mistakes that the spell-check won't flag.


For your editing, eliminate redundancies and jargon. Be ruthless in pruning clutter, (words or phrases that add no value). Your writing would then become crisp and succinct. 



3) Become familiar with the structures of different types of business content



For report writing, the  six components of the RBCB Communications Strategy are useful to ensure clarity in your document. Consider incorporating them in your next report for speedier results.










To write  powerful emails that get results, ensure that your elements are clearly defined and that your call-to-action is undeniable.




Don't dread mastering formal writing. When you know the structure to use and the required 'protocol', you’d be able to write convincingly.
 



Conclusion 


I ended the business writing sessions by making what many might have considered a bold statement.


"Once you know the rules, there’s no one on this planet you wouldn't be able to write to".






And I meant every word.


I assured the participants that even though we were not all gifted with superb writing skills, we could always improve if we did the work.


But change we must because business writing skills are too important to leave to chance. Powerful writing skills advance our careers and businesses, just as ineffective writing stalls our progress.



Let's choose wisely.


Over to you:




Have your writing skills helped your career/business or deprived you of opportunities?




Share your experiences in the comments below.
 



If you enjoyed this post don't rush off just yet. Please remember to:
 

Ø  Share this article in your social networks by clicking on the icons at the top or below.



Ø  Sign up for updates in the blog's right sidebar so that you are immediately notified via email when a new blog post is published. Don’t miss any more articles!



Need help with improving your communication skills?

Hire me for: 


v  Communication training sessions for  your staff and executives;

 v  Writing assignments (content creation, executive speeches, etc.);

 v  Speeches and keynote presentations at your corporate events.


Let me help you get results. 


Contact me:  

A) Send an email to: Lucilleossai@gmail.com.

B) Call for a free consultation:  

Nigeria:            0704 631 0592
International:  +234 704 631 0592    



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N.B:   First image is courtesy of Zirconicusso, from freedigitalphotos.net. Second image is courtesy of Cooldesign, from freedigitalphotos.net. Third, fourth, fifth and sixth images are courtesy of Stuart Miles, from freedigitalphotos.net.


Wednesday, 27 September 2017

How To Deal With A Maddening Professional






The scenario:


My first lecture to a new group of 86 professionals in an executive MBA programme.




"Breathe…” I coax myself as I rid my face of a scowl that is slowing materializing. I look at the source of my irritation.




The offender, Ms. X, whose fixed gaze is an iota short of a glare, continues in a voice that’s resigned to see our clash to the bitter end.



"Excuse me", she mouths in a tone that stills the rest of the discussion in class, "I wasn't finished".



I take another deep breath. I then graciously apologise and wait for her to make her point. This she does in a succinct manner, devoid of any ambiguity.





My inner communicator commends her for an articulate, concise argument, despite her defensive body language and cold gaze.





Not the most likeable individual but one with a sharp mind, I note distractedly.




As I remind myself to breathe steadily and to keep my tone pleasant, I realise that handling this difficult professional would be important to how I'm perceived by the rest of the group—a set comprising 85+ executives in a packed lecture room—given that I would be required to have one-on-one coaching sessions with them at a later date.





Knowing what is at stake, I approach Ms. X. Stopping a respectable distance from her seat, I wait for a few seconds after she stops talking and ask in an even tone:




"Ok. Have you finished?"



"Yes", she sniffs, as her colleagues turn their gazes back to me.




I nod.




"That's an interesting point that Ms. X has made..." I  declare as I return to the center of the room to proceed with the lecture.



The rest of the session goes smoothly with participants engaging in an interesting debate and asking questions...



After that session, I reflected on the lecture. I had been warned that the executive batches usually consist of professionals with at least a decade of experience. In that set, most held managerial positions and many were older than me. I realised that I'd need to use a more collaborative approach to develop rapport. I also knew that their collective experience and intellect meant that I'd learn from them as the sessions became livelier.









I however noted that I'd need considerable patience dealing with Ms. X in the future.



And I was right.




A few months later, Ms. X attended her mandatory one-on-one session with me. It quickly became a tense episode. At some point, she declared in a frustrated voice that I wasn't listening to her. In response, I regrettably quipped that she was being defensive - a remark she didn't appreciate. She then made a comment that reminded me of my role as a communications coach.


She calmly explained that if I were to help her in the writing task, then I needed to understand her point of view so that I could advise on how best she could write the content for the reader to understand.


And that was the turning point.



We proceeded to dissect her piece sentence by sentence, and each time, I asked her to explain to me in the simplest terms what she wanted to say. Once I understood what she wanted to express in writing, I was able to advise on sentence structure, grammar, language, etc. to ensure that the content made sense and that her thoughts translated to a coherent document.




I also came to accept the fact that her personality was hers alone. I reckoned that although she needed some solid interpersonal skills and a good dose of emotional intelligence to be able to influence positive outcomes, it wasn't my job to change her character.



Nonetheless, I did wonder how far she'd go in her career if she continued to be abrasive, curt or disagreeable.


That was when I decided to 'insulate' myself against her anticipated criticisms. So when in another lecture some months later, she interrupted me to complain that I changed the details of a question I had asked all participants to answer, I wasn't offended. In fact, I acknowledged that indeed, I had added some complexity to the scenario to be discussed for more engaging discussions. I made no apologies for doing so.



In another session, she grumbled about not having the time to read the question that was distributed prior to the exam. In response, I handed her a printed copy of the question. Later, she whined about how she didn’t know what to do. I simply smiled. She finally settled down to write the exam. Ironically, she scored the second highest grade in that assessment.



Ms. X nevertheless taught me a few lessons that I'd henceforth use whenever dealing with a vexatious professional:




1) "Seek to understand, then to be understood".










As a speaker, coach, presenter, leader or in whatever role you find yourself, before any event, prepare for a sharp disagreement with your client or a member of the audience.


Some disagreements might not be civil. In fact, you might perceive them as personal attacks.



Resist the natural instinct to defend yourself. First, listen to what isn't being said. Behind that rude statement, grating voice or infuriating whining lies exasperation.


The offender  challenges you at every turn because he either doesn't understand the concept, or he requires more convincing. There may also be myriad reasons he has for being difficult which you're not privy to.


So look beyond whatever unpleasantness displayed and ask the simplest question so that you understand what he wants to know. Until you attempt to address the offender's concerns, you won't solve the problem.


Charm won't do it, nor will some battle of wits.




Get to the root of the problem and try to fix it. Provide context, facts and/or offer more information privately. You may or may not disarm your 'opponent' with this approach but your credibility will survive the onslaught.




And if you're wrong, admit your error, state that you're happy to learn something new and move on.



We all make mistakes. Only a fool thinks he can be right all of the time.




2) Keep your cool






Irksome people could turn a speech, presentation, lecture or an address into a disaster...if you allow them.



Preempt a verbal offensive by convincing yourself that despite whatever attack you'd face, that you won't react emotionally. This is because annoyance or distress clouds our judgement. Even the most learned among us will struggle to give an intelligent response in that state.




Whether or not the offender is the devil's spawn is irrelevant. If you cannot keep your cool, you'd lose your hard-earned reputation before the session ends. 





On the other hand, keeping a rein on your emotions allows you to be clear-headed enough to de-escalate the situation by asking the right questions so you can offer solutions.





If, despite your efforts, the offender refuses to co-operate, then “agree to disagree” and change the subject.





It will become evident to all present that he is the problem, not you.



You can't always win them all.



Conclusion


So I'm actually grateful to Ms. X for teaching me how to deal with a maddening professional. As a result, I'm better equipped to handle opposition.



I’ve also realised that being able to dispassionately address a volatile situation to try to find common ground, is important when dealing with conflict.



Thus, the best I can do in any testing situation is first to be open to different viewpoints. Although difficult, I should endeavour to understand other perspectives. By being open to new reasoning, I'd expand my cognitive abilities and learn new things.




Next, I should strive to keep my emotions in check when fielding off biased assumptions or deliberate digs at my credibility. I'd aim to deal with the root of the problem and I'd disregard the unpleasant symptoms.


If all else fails, I'd move on with quiet contentment that I did all I could.



And I'd live to do it again another day.


Over to you:

How did you handle a maddening professional? What did you learn from the experience?


Kindly post your comments below.


Great news!


Drum roll…

This blog, earlier this month, was selected one of the top 30 communications blogs on the web by Feedspot! Criteria for selection included Google reputation, Google search ranking, as well as the quality and consistency of the articles. Below is the badge of honour. You may already have noticed it on the homepage. So kindly spread the word in your networks. 




Awarded to Rethinking Business Communications Blog by Feedspot 



Remember that I provide customised communications coaching for individuals, groups and companies. Contact me for details if you need help. 



If you enjoyed this post don't rush off just yet. Please remember to: 


   Ø  Share this article in your social networks by clicking on the icons at the top or below.

 Ø  Sign up for updates in the blog's right sidebar so that you are immediately notified via email when a new blog post is published. Don’t miss any more articles!



Do you need help with improving your communication skills? 


Hire me for: 


v  Communication training sessions for  your staff and executives;

v Writing assignments (content creation, executive speeches, etc.);


v Speeches and keynote presentations at your corporate events.

  

Let me help you get results.  




  Contact me:


  A) Send an email to: Lucilleossai@gmail.com.
 

  B) Call for a free consultation:  

Nigeria:           0704 631 0592
International:  +234 704 631 0592    





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N.B:  
First image is courtesy of Iosphere, at freedigitalphotos.net. Second, fourth and fifth images are courtesy of Stuart Miles, at freedigitalphotos.net. Third image is courtesy of David Castillo Dominici, at freedigitalphotos.net.