Working for a multinational organisation means that work processes need to be shared across regions. Using a clear structure and linking words will help you to write in a way that is easily understood.
Using a clear structure will help you to organise your thoughts. What happens first and which step needs to be completed before another can begin? Sometimes a process can be so obvious to us it is frustrating when someone else doesn't understand.
Follow these tips to bring clarity and efficiency to your work processes.
Tip #1 - First, use linking words
This is the key to organising your thoughts and the process. Try using words such as:
First / Firstly
Second / Secondly
Next
Then
After that
Following on from
Finally
Number the steps so you can refer back to them, for example:
repeat the process from step 2.1
Tip #2 - Include Diagrams
We've all heard the phrase "a picture is worth a thousand words" so use it in your work process. Include a diagram, workflow, chart, photograph of a location or piece of equipment. Anything that will help the reader visualise what you are describing.
"Effective communication...is the key to ensuring that ideas are conveyed clearly, instructions are understood, and goals are achieved." The Wrike Team blog at www.wrike.com
Looking at this process of breaking down concrete waste, it is much easier to understand through the use of a diagram than reading the information only as text.
Source: www.mdpi.com
Tip #3 - Add Links
For documents that are longer than a couple of pages add links to other sections within the process or to other documents that you need to refer to. If you do this check the document regularly to make sure the links still work.
Tip #4 - Use the Passive voice
This is when we take out the person and leave only the fact. Let's look at the following sentences:
You need to record the information on the spreadsheet. (active)
The information needs to be recorded on the spreadsheet. (passive)
The sales team need to update their records every quarter. (active)
The records need to be updated by the sales team every quarter. (passive)
The marketing team should review the effectiveness of promotions once a week. (active)
The effectiveness of promotions should be reviewed once a week, by the marketing team. (passive)
These examples show that when the passive voice is used the most important part of the instruction is moved to the front of the sentence.
Looking at this example of a Biomass Power Plant we see further examples of the passive voice used to describe a diagram.
Source: www.wordwall.net
Tip #5 - Be understood
Finally, taking on a few of these tips will help you to write a better work process description and be understood worldwide.
Try it out
The next time you have to write a description for anything at work try out one of these tips.
Leave a comment and let me know how you get on.
Contact me to arrange a personalised coaching session on this topic.
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