Why Business Writing Matters

In today’s age of technology, it is easier than ever to neglect our written communication skills. With an abundance of instant messages, social media posts, and casual emails flooding our screens, it is no wonder that professional writing has become more of a challenge than in years past. Nevertheless, effective workplace communication still hinges on quality writing. Organizations depend on well-written documents to maintain professional standards and to relay important information in a clear, concise manner. When employees struggle to produce those documents, their colleagues and superiors may question their professionalism and attention to detail — which could ultimately affect their job security. Weak or lackluster writing skills simply have no place in the business world as they put at risk an organization’s reputation, productivity, legal standing, and finances. 

Job Security

Due to inflation, the threat of a recession, and mass company downsizing, people are rightfully worried about keeping their jobs. Professional Resume Writers recently surveyed 2,000 American workers and found that their concerns about job security had increased by 49% just in the last year. With job security declining and the labor market becoming more competitive, workers are either searching for new careers or for ways to secure their current positions. In both cases, strong professional writing skills significantly improve their chances of succeeding. According to American media theorist and author Douglas Rushkoff, “An employee who can write properly is far more valuable and promotable than one whose ambiguous text is likely to create confusion, legal liability and embarrassment.” Employers nationwide agree.  

In fact, a study by the National Association of Colleges and Employers (NACE) found that 73.4% of employers seek candidates with strong written communication skills. Written communication was the number three most desired quality overall, behind leadership skills and ability to work as a team member. Sam Dillon, a former journalist for the New York Times, explains: “It’s not that companies want to hire Tolstoy. But they need people who can write clearly, and many employees and applicants fall short of that standard.” With this being the case, documents that reflect a level of professional competency do not go unnoticed by leadership. 

Business Reputation

To attract new clients and to continue doing business with the existing ones, it is essential to cultivate a reputation as a meticulous and credible organization. Employees who possess strong writing skills help to maintain a company’s positive image by ensuring that all forms of written communication are high-quality and free of errors. Well-written documents indicate several valuable traits, such as credibility, accuracy, attention to detail, critical thinking, and intellectual aptitude. Making a good impression on customers and colleagues not only aids employees in maintaining an air of professionalism but also in showing that they genuinely care about the company’s services and products.  

In contrast, professional documents riddled with mistakes will negatively impact a company’s branding — no matter what field it is in. This was evident in a 2019 study of white-collar workers conducted by the University of Northern Colorado. When asked about the importance of written communication, 40% of those surveyed said poor writing lessened a person’s credibility. In the same study, one in four workers reported that they would reconsider doing business with someone and his or her organization because of poor writing.  

Whether white- or blue-collar, most people are reluctant to deal with companies that produce substandard documents for a variety of reasons. When professional materials are full of errors, it suggests that the organization and its employees do not care about the quality of the work they do. Potential clients may ask themselves, “If they care so little about the documents they send out, is that the way they feel about the work or services I’m paying for?” Consequently, erroneous, substandard writing is detrimental to any sense of professionalism a company is seeking to establish.  

Productivity

Effective workplace communication is a key time-management skill. Employees who are proficient in business writing know how to produce messages that are precise and easy to follow. As a result, recipients understand the content and waste less time translating instructions and asking questions. Businesses then see an increase in productivity. 

However, when the purpose of a document is clouded by a host of errors, employees waste valuable time trying to decipher the message. Incorrect spelling, lack of punctuation, and grammatical errors can create confusion as people are left guessing what the writer is trying to say. They may also misunderstand what they are being instructed to do and make mistakes that slow productivity. In a study conducted by Harvard Business Review, 81% of the employees surveyed agreed that poorly written content wastes a lot of their time. Several participants went on to say that many of the documents they receive are “too long, very poorly organized, unclear, imprecise, and filled with technical jargon.” In turn, the time spent translating and following up on poorly written messages leads to missed deadlines, unfinished or incomplete work, and additional expenses. 

Lawsuit Prevention

Low-quality writing can also expose organizations to serious legal issues. When documents misconvey information, recipients may be misguided into taking the wrong action. As a direct consequence, businesses are left open to costly legal action on the basis that the information provided was false or misleading. Contracts are a prime example. Whether an employer is hiring new team members, leasing out office space, or working with venders, contracts play an essential role in most businesses. 

In an article by The Law Offices of Going and Plank, Attorney Angela Ward notes that employers are often tempted to write their own contracts or use online templates as a way to save money. While this may sound like a good idea, it can result in a plethora of issues — including costly lawsuits. Ward warns business leaders of pitfalls such as unclear wording and problematic clauses as well as language that is too vague or too complex. Any of these mistakes can lead to a breach of contract and possible litigation. According to the legal services firm Rocket Lawyer, contract disputes make up about 60% of the roughly 20 million civil cases filed yearly. 

Of course, contracts are one only type of document that can lead to legal issues. Whether in the form of emails, internal newsletters, business reports, white papers, employee handbooks, or even company blogs, poorly written documents spell disaster for a company if the information presented is false or misleading. All professional communications require clear, concise, and accurate writing. Otherwise, companies may find themselves in court with poorly written documents that will not stand up under legal scrutiny.   

Such has been the case for thousands of organizations across the nation. According to recent statistics, 36% to 53%  of small businesses are sued each year at an average cost of $54,000, and approximately 45% are currently involved in litigation. With these numbers, it should come as no surprise that over 75% of small businesses are concerned that they will be targeted for a lawsuit in the future — an important reason to invest in the writing skills of their employees. 

Financial Impact 

Since most businesses today are global and include geographically dispersed work teams, written communications have become even more essential to their daily operations. Remote workers are especially dependent upon well-written documents as a few misplaced words can mean the difference between launching a project on time or getting bogged down with a series of questions and costly mistakes.  

Poorly written publications can also affect a company’s annual profits. When employers are forced to refund customers, redo projects, and invest in remedial literacy training for staff, writing mistakes cost them a hefty amount of money. In fact, writer and analyst Josh Bernoff from The Daily Beast reports that American businesses spend approximately 6% of their total wages working to interpret poorly written material. While that percentage may not sound significant, the numbers add up to a staggering loss of nearly $400 billion each year.  

To calculate how much your company can gain by averting poor business writing, input your business’ information into the free return on investment calculator provided by calculator.net. Mary Cullen, founder of Instructional Solutions, explains: If a company employs 20 team members who earn $55,000 each, and they spend half their work time writing, improved writing skills could save the company $137,500 annually. Such significant savings are certainly worth considering.  

As one can see, the importance of written communication is something that all companies should keep in mind, regardless of their size or the industry in which they operate. If you or your company would like to learn more, consider taking our course Business Writing: A Practical Approach to Crafting Professional Documents. The course is offered both virtually and face-to-face and is available in one or two-day formats. For more information, contact JH Miles and Associates by phone at (434) 385-3818 or by email at info@jhmainc.com. You may also visit our website at www.jhmainc.com.