As the ways in which we communicate have expanded – cell phones, e-mail, texting, instant messaging and social media – in-person interactions have, in many cases, decreased. In business, this has made it all the more critical to communicate effectively, especially in writing. Accounting professionals are no exception.

 

It is particularly important to express yourself well in e-mail since it is the predominant mode of communication in today’s workplace. In fact, your e-mail persona often functions as your professional reputation or “brand.” Just think how often you've exchanged e-mails with colleagues or clients you've never met or even spoken to on the telephone. Your written communications may be all they have to form an impression of you. And if your e-mails or reports are poorly composed or lacking in relevance, the recipients of your messages may develop a negative perception of you. Moreover, because e-mails are often sent to multiple recipients – and can be forwarded to even more – your messages are likely to be widely distributed.

 

Although writing aptitude may not be a stated job requirement for many accounting positions, it is a vital factor in your long-term career success. With this in mind, it may be useful to review these pointers:

 

Do some preplanning. Before you send an important e-mail or present your findings on an issue, take a moment to consider what you’re really trying to accomplish with your message. This will help prevent you from going off on tangents. Also, what impression do you want your reader to come away with? For example, is it your conclusion that an accounting matter is routine and straightforward, or does it warrant more serious analysis and discussion? You will want to be sure that the tone and content of your message are consistent with your point of view.

 

Consider also who your audience is. If you’re sending information to colleagues, it’s acceptable to use industry lingo, but if you’re communicating with nonfinancial contacts, don’t assume they will readily understand jargon and acronyms that seem common to you. In addition, if you’re writing a lengthy document such as a report, outline the primary points you want to make. This will help ensure you include all relevant information. Remember that communication should be a means to an end. If you don’t accomplish what you set out to with your written message, you haven’t communicated effectively.

 

Keep it professional. Newer modes of communication, such as texting and instant messaging, are having an impact in the workplace, but not always a positive one. Accounting professionals may need to raise their awareness of when these forms of messaging are acceptable and for which types of information. Those who are accustomed to casual, acronym-filled messages should also guard against letting this bleed over into their professional communications.

 

For example, you wouldn’t want to send your boss a one-line text message to inform him or her that a major deliverable for a key client has been unexpectedly delayed. News of this nature would probably warrant a phone call or at least a detailed e-mail. This may seem like simply common sense, but it is surprising how often an inappropriate communication channel is used. Keep in mind, too, that communication expectations and preferences may vary among colleagues of different generational groups. Your ability to choose the right medium for the message and the recipient will enhance your reputation for professionalism.

 

Seek feedback. Even accounting professionals with strong written communication skills can benefit from constructive critiques of their writing. Before you distribute a report that will be widely read or send an important e-mail, ask a trusted colleague for candid feedback on your draft. Having another person review your documents can help you determine whether the content, tone and delivery style are appropriate and if you’ve covered all pertinent details. Even if you’re confident that your first draft is on point and error free, review it carefully for possible spelling or grammatical errors before distributing it. Written communications almost always benefit from several revisions.

 

For better or worse, your writing skills are on display every time you send an electronic message or compose a work document. Your ability to master the written format can give you a professional edge. Conversely, a lack of skills in this area can undermine your aspirations for advancement. If you lack confidence about your writing aptitude, pursue opportunities to sharpen your skills. Consider taking a continuing education class, reviewing how-to books or asking an accomplished colleague to coach you on improving your written communications. As more and more information is exchanged electronically, writing skills will continue to grow in importance for accountants.

 

For more management and career advice, listen to Robert Half’s podcast series at www.rhi.com/podcast.

 

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