Criteria for Effective Communication

There’s a list of rules for behavior at swimming pools. There’s a list of laws for driving a car. Have you ever thought it would be nice if everyone obeyed some basic rules of writing before they expected you to read their business e-mails, reports, and proposals? Or do you ever wonder how others respond to your own documents?
If you answered yes, you’re in luck. We’ve spent the past thirty years refining a list of criteria that make every kind of business document easier to write and read. These aren’t ironclad laws, but our criteria streamline the writing process and help give business readers the information they need.

These criteria translate into actions. Here’s our checklist of actions that effective business writers take:

  • State the main point clearly, right at the beginning
  • Organize information logically
  • Leave out unnecessary information
  • Use short sentences and paragraphs
  • Eliminate unnecessary words
  • Include all necessary information
  • Use active, precise language and plain English
  • Use correct grammar, punctuation, and spelling

Any time you get confused or distracted as you read, ask yourself if the writer neglected one of these criteria. Or if you ever feel lost as you’re writing, assemble your ideas by taking these actions.

Most business readers will only give a document about fifteen seconds to catch their attention. When readers’ time is valuable, the rest of the document has to hold their attention. The best way to make sure people read your whole document is to focus your message and then deliver it in clear, logical, correct language.

So take the time to think about your readers’ needs, organize your information logically, and present it clearly. Easy-to-grasp language and correct grammar and punctuation will keep your readers focused on your message. Considering these criteria and taking these actions will boost your professional image and credibility.

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