Get Better at Writing…or Else
As a coach who spends a significant portion of my day writing (social media content, blogs, emails to clients, texts, proposals, etc. etc.), I recently had the opportunity to share some key insights with a student who was eager to learn about business communication. Our conversation ranged from the practical use of technology to handling miscommunication and aligning writing with audience needs. In this blog post, I’ll outline three key principles that I believe are essential to effective business writing—principles I shared with my student and that I apply to my own daily practice.
1. Know Your Audience: Writing with Purpose
The most effective business writing always begins with understanding the audience. Whether it’s a quick email, a detailed proposal, or a social media post, the first step is to consider the recipient’s goals, concerns, and expectations. Business writing isn’t just about conveying information—it’s about solving problems, addressing needs, or inspiring action.
For example, when I write an email to a potential client, I take time to understand their business challenges and align my message with how I can help them overcome those obstacles. This ensures the communication is relevant and more likely to foster engagement. It’s a simple yet powerful principle: if you want your writing to land, you must know who you’re speaking to and why it matters to them.
2. Leverage Technology: Efficiency Without Losing the Human Touch
In today’s fast-paced business world, AI tools like ChatGPT and Otter have become invaluable in helping streamline writing tasks. I often use these tools to draft content, take notes, and manage my workflow. For instance, ChatGPT can help generate a rough draft or overcome writer’s block, while Otter assists with meeting transcripts and note organization.
However, I stressed to my student that while these tools enhance efficiency, they should never replace the human element of business writing. The most impactful communication comes from aligning the message with personal and organizational values. AI can assist with the mechanics, but the heart of good writing—critical thinking, empathy, and authenticity—can only come from the writer. Technology should serve as a tool to support our work, not as a substitute for thoughtful, value-driven communication.
3. Handle Miscommunication with Ownership and Clarity
Despite our best efforts, miscommunication happens—especially in written communication, where tone and intent can be easily misinterpreted. During our conversation, the student asked about handling these situations. My advice: own your role in the miscommunication and address it quickly. Apologize for any confusion, and then work toward a clear resolution.
I shared an example where a project nearly went off the rails due to an email misunderstanding. Instead of letting the confusion simmer, I picked up the phone and had a direct conversation to clarify the situation. Sometimes, verbal communication is the fastest way to resolve issues that written exchanges can’t easily fix. The key takeaway? Don’t let miscommunication fester—address it head-on, and be solution-oriented.
Bonus Insight: Align Your Writing with Your Values
While our primary focus was on writing, I also discussed how business communication should align with both personal and professional values. This applies not only to writing but also to broader career development. When seeking internships or new opportunities, it’s essential to understand your core values and ensure that they align with the organizations or clients you work with.
In writing, this alignment manifests in how you convey your message and the tone you use. If authenticity and integrity are central to your values, they should come through in your communication. By staying true to who you are, both in your writing and in your career choices, you’ll create stronger, more meaningful connections with your audience.
Conclusion: Elevate Your Business Writing
Business writing is more than just putting words on a page—it’s a strategic tool for building relationships, solving problems, and driving success. Whether you're drafting emails, writing blogs, or communicating on social media, the key is to keep your audience in mind, use technology wisely, and address any miscommunication with integrity.
At the end of the day, great business writing is about clarity, authenticity, and delivering value. What strategies do you use to refine your business writing? Let’s continue the conversation—I'd love to hear your thoughts.
