First impressions and written communication

Yesterday we looked at the outer part of what makes you - you. Today I would like to discuss the other overlooked factor in making a good  impression on other people, and that is the quality (or not) of your written work.

Now before you hit the delete button, consider this - every quote and invoice that you generate and send to clients, every email that you write, every note or memo that you send to your work colleagues, every assignment that you hand in, in fact everything that comes from you in some written form or other (yes digital counts as written - even in a court of law), everything that has your name on it “speaks volumes” about you and the kind of person that you are. So what is your writing style saying about you?

Is your message short and to the point? – if it is you could be seen to be blunt and have little time for anyone or anything. Of course it could also mean that you don’t have a great deal of time, or the subject matter does not need a long, flowery description.

Do you write long, descriptive prose that meanders and fails to get the point?

Or do you write with the reader in mind? I can see the frowns from here? What do you mean, the reader in mind – it’s an email, not a book !!

Emails like all professional written communication, should be carefully composed with spelling, grammar and facts checked before being sent. Unfortunately, this does not seem to be the case, a case of familiarity breeding contempt. It seems that emails have replaced telephone conversations, face-to-face meetings and traditional letter writing, and with it many of the thought processes that used to go with these alternative forms of communication.

What amuses me (and yes I have been caught once or twice with this) is how many times we haven’t verified the name of the recipient before pressing the send button. I know I would think twice before picking up a telephone and randomly pressing numbers, hoping to reach the person that I wanted, but we do not seem to worry too much with electronic messaging if it reaches the right person or not.

So next time you write an email, consider your audience, who is going to be reading this “letter”, and is the content and writing style appropriate, or do you need to tailor your message a little more?

Or how about applying for a new job.  What is the first thing a potential employer sees when you apply for a position with their organisation? They don't see you in person, they see “you” through your writing, so what is your application saying about you?

Is it saying, I am a professional, I understand your needs and I have demonstrated that I am the best person for the job? I have proven that I do have good written communication skills, because I have been able to persuade you by my written words that I am a suitable candidate, and should be asked to come in for an interview.

Or does it say, well I am applying for this job because I think I can do it. My experience is a bit vague, just like the words I have used in my application. I’m not really sure what you are looking for in a person, and I’m really not sure if my skills are as up to date as I would like them to be.

Does your application scream “Pick me, pick me”. Do you hope that the coloured paper and the fancy font, and the many clichés you have dripped through your application, will help the prospective employer overlook the fact that you are a little short on relevant experience?

Or is your CV out of date, is your application crumpled and dirty, with coffee stains on the back? Do you expect the prospective employer to read between the lines, and to work out for themselves that you really could do the job – if you could be bothered?

If we take the example of a job application a little further, if you write with the reader in mind, you will ensure that you know who you are talking to – instead of Dear Sir/Madam, you will use the name of the person you are sending the application to. You will also ensure that you have tailored your application to the organisation, which means giving specific, relevant examples of your skills and experience. This also means that you won’t use the same letter/application that you have sent off for those other jobs you’ve applied for recently. If you are still in the habit of doing this – one question – if you didn’t reach the interview stage using that letter/application/version last time, why would you expect it to get you to the interview stage this time?

So as you go about your business today, take a good look at every piece of paper that you are going to send to the outside world, and then ask - does it portray me in the way that I would like to be seen? Or do I need to brush up on my presentation skills a little more?

With many thoughts today
Elle
 
(MMW1)
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