One of most important aspects in business world is writing. It is critical process of communication inside a corporation and of course in B2B (Business to Business) and B2C (Business to Consumer) trade.
Writing memos, letters and reports is daily task for employers and executives inside company. Every firm follows some specific rules for their communication needs but they all have as a cornerstone of their standards these critical questions:
1. What is it? 2. What is purpose of document? 3. When is it due? 4. How much time should you spend preparing it? 5. What key information should you cover?
AUDIENCE ANALYSIS 1. Who are readers? 2. What is their knowledge of subject? 3. What is their opinion of subject? 4. What actions do you want them to take?
PRESENTATION ANALYSIS 1. What format should you use? 2. What style should you follow? 3. In what order should you present information? 4. What attachments should you include?
What is it?
The first question asks you to identify type of business communication you are going to write.
What is purpose of document?
You must identify what is purpose you are writing for. You must be as specific as possible. For example, you can write a memo for a specific problem with a client in your corporation.
When is it due?
If you have a deadline for completing your letter or memo then procedure is easy but if you donít , then you must determine by yourself all facts you need for completing your document.
How much time should you spend preparing it?
You must estimate time you are going to spend for preparation of your document. For example, 8 hours for contacting a business proposal letter is reasonable but spending 8 hours for a memo is not reasonable at all.
What key information should you cover?
That question defines what kind of information you should include in your memo,letter or report. For example, should a business proposal letter contain all technical requirements for potential prospect or not?
Who are readers?
In this step you must identify who is reader. Is it a co-worker or an important client?
What is their knowledge of subject?
This is very important. Think wisely who are your readers. Do they have a decent knowledge about subject or they donít know anything about it. If they have a great familiarity with subject, then you donít have to explain much. If they have basic familiarity then you must explain more in order to be understandable. Finally, if they donít know anything about subject, you must analyze it in detail and take nothing for granted.