Written communication is hard to avoid for PM’s (as well as for many other functional roles). From project updates to product specifications to release notes to help content to user stories just to name a few, there are seemingly endless scenarios where clear writing makes a significant difference. However, many people do not think about writing as a skill that they should intentionally develop.

Some do not think writing is important while others view it as difficult to improve. It is true that companies vary greatly in their cultures around documentation. Amazon famously requires multi-page documents for many of its meetings and holds the first portion of the meeting for participants to read the memo and get up to speed. While Amazon is unsurprisingly an outlier in this aspect of its culture, this emphasis (albeit somewhat fanatic) highlights the logic in utilizing the written form. Writing can be much more precise and enduring than verbal communication. A well-crafted narrative leaves little room for interpretation and is easily disseminated to relevant stakeholders for reaction or feedback. 

Like most other skills, writing is improved through repetition and practice. (This is one of the many benefits of sharing my perspectives through this site.) While there are not necessarily foolproof strategies to shortcut this development cycle, there are simple best practices to keep in mind for effective business writing. 

Consider the Purpose. There should be a clear goal in mind at the outset. Are we looking for executive sign-off, so we can move forward with a decision? Are we attempting to persuade a key stakeholder about the product roadmap? Are we simply informing a project group of a development? Purpose should influence the content and sometimes the format as well.

Consider the Audience. In some ways, this is an extension of considering the purpose. The target audience should inform the level of granularity and the overall scope covered. A specification document for engineering will go much deeper into the weeds than an update for an executive. Similarly, an audience that has been less involved would need a broader scope or context to feel sufficiently oriented. Also, shared vocabulary shifts depending on the audience. Jargon should generally be avoided unless the audience is narrow, and the jargon is truly additive.   

Clear & Concise. Regardless of function, everyone has time constraints. It is easy to put  every thought down into a lengthy, all-encompassing document. However, writing is much more effective when every sentence is useful. Take the effort to reduce unnecessary verbiage and refine the message to enhance its clarity. 

Writing is an extremely powerful skill that nearly all professionals would do well to intentionally practice and develop.