All about the delivery

In communications, language is so important – the words we use, the tone and how we structure a sentence or paragraph.  

As PR practitioners, we consider these aspects of language and writing every second of the day; during emails to clients, colleagues and suppliers, and when writing content; media releases, e-newsletters, social media posts, blogs, magazines etc.

So, how do you best craft a written message? Consider the following:

• Who is the audience
• What do you need to communicate?
• How does the audience best receive information and what spurs them into action or inspires them
• Length of the content – does the audience have time to read a massive email or report? You should know if your audience loves the detail or just wants the highlights
• When does the audience need this message? Is it too soon? Or perhaps the moment has passed
• And finally, relevance. Does the audience even need this info?

As well as the above, make sure you think about the tone. If writing for a company, consider whether the company talks in a personable or formal manner. If writing something for your personal life, such as an email, tone is again important. Perhaps you’re writing a pointy email to your realtor about an issue with your property, or requesting a uni assignment extension. Think about who will be reading it and what sort of tone will help you get what you want. Overall, make sure you:

• Be polite, clear and you may need to be firm
• Pause and think before you type. Particularly in times of issues or crises when everyone else is panicking, pause and consider the best response. This is also good practice in your personal life. Too many people type when they’re angry
• Error free! It’s hard to be respected if your content is riddled with typos
• Less is more is a great rule of thumb when writing something uncomfortable and avoid passive aggression

All of the above might be a bit tricky to implement immediately, but I have a very easy challenge to help you get started, mainly regarding tone. 

Think about how you begin an email? Is it abrupt with a “Maree…” or do you add some warmth with a “Hi Maree or Dear, Hello, Good morning etc”. How you begin an email sets the tone for the rest.

I ran a Facebook poll with my friends asking if adding a greeting to an email was necessary. Out of 152 respondents, 148 said it was important. I think we should take the view that if 92 percent do care, most people you deal with day to day also care. So, just do it to help your message to be better received.

How we communicate in written form is just as much a reflection on us or our company as verbal communication. Ensure your company delivers your message correctly. Let us help you! Get in touch with Elevate at info@elevatecom.com.au.