The first step to improving your business writing skills is to empathize with your audience. Understanding your readers' stance on the issue is essential, as it allows you to get into their perspectives and biases, enabling you to tailor your message accordingly. Additionally, consider how much time the person you're addressing has available, busy professionals often have limited time to engage with content. By knowing both of these things, you can estimate how concise and clear your writing should be, what information should be included in it, and what you want your readers to think, feel, and act after reading your message.
There are two tools that can help you empathize with your reader:
- The reader analysis sheet: A reader analysis sheet is a tool used to gather insights about your target audience. It typically includes details such as what is the reader hierarchical position, how is the reader stance towards the topic, when does the reader need to finish reading, and how much time did the reader have
- The FROM-TO table: The from-to table is a simple tool used in communication and writing to clarify the transition between two states. It typically lists the "from" column, which outlines the current situation or mindset, and the "to" column, which describes the desired outcome or change.