We don’t conduct business in a vacuum. Sometimes, we have to confront difficult, uncomfortable topics with writing. When these situations arise, our challenge is to write in a way that articulates our feelings and perspectives, while also improving the business culture that we work in—not tearing it down.
Perhaps you need to tell a group of employees disappointing news or must explain a setback to a customer. At one time or another, we all must write about business-related difficulties.
Here are a few things to keep in mind so your writing is as successful as possible:
1. Take a deep breath. Wait until your head is clear to put your thoughts into writing. If you don’t, you’ll risk hurting your reputation and making the situation even worse.
2. Share your perspective and ask for theirs. Detail what you specifically have seen or experienced; don’t assume that everyone has the same perspective. Write several sentences beginning with “I” so that the reader understands where you’re coming from. Then, ask for them to share their perspective (a personal email back to you, a phone call, etc.).
3. Articulate goals. Discuss the problems in terms of your collective objectives. It’s useful to describe the goals, even if you think all your readers know them already, so everyone is on the same page.
4. Recognize hard work. Give everyone credit where it’s due by recognizing others’ efforts to achieve the goals. We all respond better to a disappointment when our successes and achievements are recognized.
5. Never blame. Don’t ever blame another person in writing. Setbacks and failures usually have many causes, not including other peoples’ actions or decisions. Blaming people will only worsen the situation.
6. Recognize disappointment and next steps. Finally, describe your and others’ disappointment in the situation; recognize how it will hurt employees or your customers. Don’t shy away from this—readers want to know that you understand their pains. Once you’ve done this, encourage others to move past it by outlining the steps you’ll take to improve or rectify the situation.