It’s a simple fact that many Business and Office Communications are ineffective because their main messages are obscured or lost in excess verbiage and boilerplate.
Unfortunately, many communicators habitually write this way because they believe it gives their documents a more official-sounding slant. By the same token, some writers feel compelled to use extraneous information as filler. Perhaps this indicates a misguided concern that brevity may be judged as inconsequential.
But is there an optimal length for Business Communications?
A “one size fits all” rule isn’t practical. In reality, document length is situational and subject-related. Most letters, memos, and announcements can be written in one or two pages; however, reports, technical descriptions, manuals, and other substantive documents obviously require a more thorough treatment.
That said, be mindful that regardless of the type of communication you are writing, the comfort level of the reader is paramount. As such, your documents should be long enough to get your message across, but not one page longer.
Of course, reader apathy and boredom can be an issue even with the shortest communications. But all things being equal, individuals are more apt to read and comprehend shorter documents than longer ones.
Sometimes it is appropriate to include background information for historical or analytical purposes, just be judicious in your treatment of this material. It all boils down to the Business Writer’s ability to format and package communications that are focused, germane, and relevant.
As you draft your communications, here are several key writing tips to remember:
* Put the most important information first.
* Consider including relevant background material in an attachment.
* Ensure charts and tables are germane and easy to read.
* Break up text blocks with paragraphs and bullet points.
* Edit for clarity and brevity.
* Compose a one page summary to highlight important points.
* Have others “reality test” your communication before it is finalized.
In the end, it is how carefully the communication is worded and organized that affects its readability and effectiveness more than anything else. Word and page counts may look impressive, but if readers have to wade through several hundred unimportant words just to pick out a few dozen important ones, then what’s the point of all that extra writing?