The more formal or detailed the information, the more effort is needed.
1. Who is the reader? a customer, colleague, friend or the CEO?
- What is the objective of the document?
- Gather the information needed.
- Determine the main theme.
- Create a rough draft, especially if it's a report or presentation - it helps to break up the information into manageable parts.
- Be empathetic - keep in mind the needs of the reader.
- Keep language simple - the reader shouldn't need a dictionary close by to understand it.
- Use headings and subheadings, bullets and numbered lists.
- Keep sentences and paragraphs short.
- Use visual aids if you can - helps keep the reader's attention.
- DO NOT rely on spell checker only. It will miss common mistakes, fore example: affect / effect, its / it's.
- Read your document out loud.
- Check headings and subheadings for errors - these are often overlooked.
- Have someone else read it, new eyes will pick up mistakes that you may have missed.
That concludes communication skills. I hope you have enjoyed reading them as much as I have enjoyed writing them.
Have a wonderful weekend, till next time.