Do you have trouble getting your employees or customers to read their mail? You think, "Gosh, if they had just read that memo or newsletter or flyer, they wouldn't have so many questions."

How do you ensure that your message is communicated in such a way so the reader takes notice and then takes ACTION?

The first step is in their shoes. Communication that takes the reader's perspective into consideration is effective communication.

"Why should I write with the reader in mind?"

Frequently the message we have to impart requires a task or action on the part of the reader. The best way to ensure results is by first considering our audience:

• Who are they?
• Do they know the history behind your communication?
• Do they know the 'why' behind the task?
• Have they bought-in to the project/task?
• Will the communication be construed as negative or controversial?
• Will the communication impact their daily lives?
• Do they understand the importance of the task?

By taking the time to give a little background or history and the 'whys' behind our message, we are more likely to obtain understanding, buy-in and the desired results from the reader.

Often this means writing in a conversational manner with words that have fewer syllables. Now is not the time to show off your extensive vocabulary. Keep the use of industry jargon and acronyms to a minimum unless you are sure the audience will understand them.

If your communication will have an impact on their daily lives or be perceived as negative, consider the emotion that your message may evoke. Choose words that are supportive and understanding. Begin the message with reassurances, if possible, and end with thanks.

By taking a few extra minutes to consider our reader and write with the reader in mind, we increase the effectiveness of our communication.

Need help with your written communication? Contact me! www.allwriteink.com