The nature of business is inherently transactional, with everyone constantly considering: "What do I get in return?".

To communicate and persuade effectively in this transactional environment, a clear structure and systematic approach are essential, particularly in writing. Therefore, business writing demands that you organize your thoughts in a coherent and systematic manner to convey your message effectively.

We now live in a post-pandemic world that has transformed many aspects of our lives, particularly in the workplace. While most workplaces previously operated on a full "work from office" model, many have shifted to hybrid or remote systems, resulting in decreased direct verbal communication and increased reliance on indirect written communication.

In response, C4C aims to empower professionals to become more effective persuaders through specialized business writing training. By refining their writing skills, participants can enhance their communication strategies, build stronger connections, and achieve greater impact in their professional interactions.

Now, how exactly can we improve our business writing skills?

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.

After gathering essential information about your audience, the next step is to structure your message tailored to their specific needs. Here are several frameworks to consider based on different reader conditions:

• Inverted Pyramid Structure: This is effective for busy readers who need to grasp key points quickly. Start with the most critical information first, followed by background information and supporting details.
• Diamond Structure: This is suitable if you did not have previous professional relationships with the reader of your document. Start with introducing yourself, followed by the business relation and message context then proceed with the inverted pyramid structure.
• One Pager Structure: This format is effective if your reader is expecting some sort of a brief proposal of a new idea. Start with the main idea itself followed by the context of the idea then proceed with how the idea will work technically, its benefit, and the plan ahead.

In a certain condition, you might need to present your message rather than sending it to the reader. In regards to this, you need to tell the reader “a story” of the message that you want to communicate. You can do this by turning your message into a 3-phase story:

• Phase 1: Open the presentation with the ABT (And But Therefore) format. It begins by establishing the context with "And" introduces a conflict or challenge with "But" and concludes with a resolution or outcome using "Therefore."
• Phase 2: Structure the main point of your presentation with the persuasion pyramid format. It starts with the "thesis" at the top, clearly stating the main argument or position. The next level includes "supporting statements" where key points bolster the thesis. Lastly, insert the “proof” that would make the reader fully believe and accept your supporting statements.
• Phase 3: End it with the concise conclusion and call to action.

Discover how C4C business writing training has helped organizations like Pertamina and Telkomsel, enhancing communication skills and driving success. Now it’s your organization’s turn to benefit from this training.

Don't miss out, contact us today for a free consultation session to learn more and elevate your team’s writing capabilities!