Countless blogs have been written, for men and women, about speaking with authority in meetings and before groups of employees, executives and peers. When it comes to writing with authority, not a single writer speaks up! Here are a few tips I’ve gathered over the years as a professional writer:
Tip 1. Do not write to impress; write to communicate. You convey more authority if you contain the long explanations, self-congratulations and business jargon. (“In regard to your recent communication, we are proud to extend to you the following proposal for installing our state-of-the-art, quality engineered product….”)
Tip 2. Be kind to your audience. You are the expert at what you do. Explain or avoid technical terms and acronyms, especially if they are peculiar to your company. You may think that “everyone knows that” but if they don’t, you’ve lost your audience.
Tip 3. Deliver your main point in the opening sentence or paragraph. A few years ago, researchers collected emails from C-level executives and their employees and found that C-level executives communicated with fewer words and shorter sentences, primarily because they got to the point faster. If background and explanations are essential, let your correspondent know you have provided them after the conclusions.
Tip 4. Know when to stop writing. If you aren’t communicating by email, then stop communicating by email: pick up the phone.
If your proposals, blogs, letters to customers, emails to management or employees or marketing copy are not projecting authority, contact TWP Marketing & Technical Communications. Our words mean business.