When I worked as a technical writer in a small software company, my manager would routinely drag me into his business communications woes. Not with sophisticated documents like blogs, press releases, or case studies that required multiple rounds of edits and a flawless finish. Nope, he needed a lifeline for his day-to-day emails with clients and the odd status report. You could see the struggle etched on his face every time he’d summon me to his desk across the office. It was because that struggle was draining precious time he could have spent on crucial tasks like team leadership or resource management.
Sometimes, he felt his emails didn’t have the polish he desired—he was hooked on UK shows where every word seemed impeccably crafted. He convinced himself he needed to sound like he’d just wrapped a five-year stint with the Royal Shakespeare Company. Other times, it was the technical stuff that tripped him up and he didn’t trust himself to nail it without risking client confusion. And then, there were the crisis moments—when I was called in to refine some business communications and smooth things over after a blunder that required delicate handling.
If you’re anything like my former manager, even with a freelance copywriter in your corner, you’re going to need to tackle some writing—likely every day. Whether it’s firing off a business email, drafting a newsletter, or shaping up a corporate document, the thought of perfecting sentence flow, tone and grammar on top of your already packed agenda can feel like a grind. That’s why you can’t overlook the importance of communication in business. Mixed-up messages are usually harmless but sometimes they breed chaos, missed shots and total project meltdowns. The good news? Picking up business communications skills is easier than it seems. Use the tips below to keep your writing sharp, impactful and aligned with your goals.
1. Business communications rule No.1: Don’t bury key points
“So, I woke up, went to work, hit the gym, and then got home to discover I’d won the lottery.”
Said no lottery winner ever.
In reality, it’d be more like: “I WON THE FREAKIN’ LOTTERY!!!”
If that were you, would you really be reciting the mundane details of your day? Probably not. Writing an effective email or other items as part of your brand communication strategy follows the same principle. Lead with the big, important point. Prioritize what matters most by using the inverted pyramid, putting the key takeaway right at the top.
Sometimes, holding back the most exciting part of a story can build tension, pulling your audience in for the ultimate payoff. Instead of giving away the best part from the start, you tease the moment, setting a mood and crafting anticipation. But when it comes to day-to-day business communications? Cut the slow burn. You’ve got to hit them hard, right out of the gate, with your most critical point, to ensure they don’t miss what truly matters.
2. Use active language for effective business communication
When you hide behind neutral subjects like “one,” you’re putting up a wall between your readers and your message. The topic you’re writing about? It’s no longer theirs. It’s about some faceless, generic person that no one cares about. Sadly, this habit is widespread, particularly in business communications and technical writing.
So, let me be clear – don’t be shy about addressing your audience directly. Another pitfall? Passively wiping out the subject entirely, like in: “The objective was reached on time.” Who reached it? A ghost? A stronger approach? “Our team reached the objective.” Active voice adds punch and clarity to your business writing that can sometimes feel robotic.
Once you’ve wrapped up your first draft, don’t just skim it—read it out loud. Hear how it flows, and you’ll catch clunky phrases faster than you expect. Mark them for revision, and while you’re at it, listen for how the active and passive voice are playing off each other. You’ll eventually get a sense of how each voice shapes your tone. As a result, you’ll be able to decide which vibe works best to keep your business writing on point. Practice regularly, and before you know it, effective business communication will become second nature.
3. Less is more in business communications
Think of words as currency that you must use as wisely as possible. Stuffing your corporate communication with flowery, bloated language doesn’t just lose you points, it loses your readers, especially in the current climate of priority management and information overload. When you embellish your sentences for the sake of aesthetics alone, you’re concealing the heartbeat of your story and confusing your audience.
Using brackets instead of deleting words gives you a real view of your writing’s clutter, helping you quickly spot and eliminate the excess. While no piece of business communications will ever be completely clean, this method brings you closer to that ideal. It’s estimated that you can cut around 50% of your first draft, making it polished, sharper and more impactful. Embrace this exercise not just as a chore but as an opportunity to elevate your final product and master effective business communication.
Corporate communication bottom line: The sharpest, most persuasive arguments cut straight to the core – clear, concise and no-nonsense.
4. Corporate communication: Think about what you want to say
When I hit a wall over a sentence or a paragraph, it’s usually because I haven’t mapped out my thoughts. Perhaps I haven’t delved deeply enough into the research or identified what I believe about the topic. But here’s the kicker: there are many amazing exercises to crush writer’s block in business communications. My go-to? Picture explaining the topic to your 85-year-old grandmother. This approach forces you to boil it down to the essentials. Once you’ve nailed the summary, you’ll realize you’ve effectively outlined your argument minus the fluff. Then all you will have to do is type it up.
Also, your first thought is rarely your best thought. We often blurt out the first thing that pops into our heads, without considering how it’ll land or the tone we’re using. Instead, take a few seconds to filter your thoughts. You’d be surprised how your brain steps up, offering better ways to express yourself.
5. Feeling drained by business communications? Take a break
Crafting any kind of corporate communication document that grabs attention and makes a real impact can seriously sap your energy—especially when you’re dealing with dense technical content and complex jargon. When I hit a roadblock working from home, I take a break by skating, lifting weights or cooking. Back in the office, a quick coffee break with coworkers or a brisk walk—even in freezing weather—used to do the trick.
Research shows that taking strategic breaks during the workday not only boosts productivity but enhances well-being. Forget the myth that longer hours equal better output—pausing supercharges performance. But not all breaks are created equal. A review of over 80 studies reveals that heading outdoors, especially to green spaces, recharges you more than just stretching at your desk. Getting outside for a quick walk offers a far more powerful mental reset than staying inside.
Communication in business may look effortless, but make no mistake: it’s a grind that demands more brainpower than it lets on.
6. Being authentic is key to communication in business
Ditch overused phrases that flood print and online writing. Clichés like “Water off a duck’s back” and “Dead as a doorknob” have lost their punch, and using them kills any emotional pull. You don’t want readers tuning out—you want them fired up and invested. Honestly, I’d rather read lean, no-frills content packed with solid facts than something bloated with tired expressions. As you get in the habit of cutting these verbal crutches, you’ll find it easier to craft fresh, original ideas that resonate.
Empathy has to be a part of your business communications efforts. If it’s not, you risk creating a culture that feels inauthentic and disconnected. In 2023, a staggering 52% of employees thought that their company’s attempts at empathy are just smoke and mirrors—up from 46% in 2021. And let’s not forget that people are noticing when companies don’t follow through on their promises; 47% of employees feel let down compared to just 42% in 2021.
7. Simplify where possible in business writing
As my former news editor used to say, “You don’t extricate yourself from a web of sleep – you wake up.” Similar rules apply for mastering business communications skills. Depending on your audience, it’s considered a good idea to ditch any technical, mechanical, industrial or scientific terminology and break things down into plain language. There’s no point in saying “at that point in time,” when a simple “now” or “then” will do just fine. Figures of speech like this one add zero value to your business writing; they just take up real estate. This may be challenging in technical documents but even that genre can be made accessible and more engaging.
When we throw complexity into our business communications, we force people’s brains to grind hard just to catch what we’re saying. This eats up their mental bandwidth, leaving them with little left for actually remembering the details. They might grasp your point, but chances are, most of it will slip through the cracks. Keep your business writing simple, and you’ll make it a lot easier to learn and retain.Loved this blog? Subscribe to my newsletter for more! You’ll get real, actionable tips to sharpen your business communications strategy. Don’t underestimate the importance of communication in business – learn how to connect authentically with your audience and turn insights into influence.
