Write Right: Effective Business Communication for Property Management Professionals

Whether you're drafting emails, proposals, blog posts or any other form of content, your ability to communicate well can give you a distinct competitive advantage. Fortunately, anyone can improve their writing skills by following a simple three-step process proposed by Elizabeth Danziger, author of Get to the Point. 

Determine the Purpose: Before you start writing, ask yourself: What is the goal of this communication? Are you trying to inform, request or persuade? Knowing the purpose will provide context for the entire document and guide your writing. For example, the purpose of a status report to an owner is to inform, while a proposal might aim to persuade. If you want the reader to take action, be clear about the call to action and explain how it benefits them. Instead of a simple status update, you might say, "We have completed the demolition phase of the project. We need you to come to the property to finalize the installation schedule at your earliest convenience." State the purpose clearly in the first 40-50 words. For instance, "I am writing to inform you that the HVAC equipment your ordered has arrived. We want to meet with you to finalize the installation schedule." 

Understand Your Audience: Achieving your communication purpose involves understanding your reader and their hot buttons. Use language that they can easily understand, and anticipate their questions or concerns. For example, if you're writing to explain a negative budget variance, address common questions about the cost up front that affect the budget and why there was an overrun. 

Define the Point: Ask yourself, "If I didn't have to write this email/document, what would I say in 15 seconds to convey the main point?" This exercise will help you focus your writing and eliminate unnecessary details. 

Following these simple three steps enables anyone in you to craft clear, concise and effective written communication that resonates with their audience and achieves their desired goals.