With the ever-increasing speed of technological change, we all need to stay up-to-date with new equipment and new computer programs. As soon as a new version of a popular program becomes available, we must learn it. When some new technology comes out, we have to have it. In line with technological developments, the way business is conducted generally has changed immensely over the last couple of decades. Business is being conducted in a much more informal way -- a natural, informal, more relaxed language is being used in meetings and conferences rather than stilted, formal language. 

So why is it that so many people are still using an old-fashioned, long-winded style of language in written communications? Some of the language and expressions that I see being used today seem more suited to our great-great grandfathers rather than 21st century businessmen and women.

It seems we are now writing more than ever. Most managers are creating their own communications -- letters, memos, faxes, reports, articles, marketing materials, and especially e-mails. Especially in this global age, speed is often the key to successful negotiations, so writing  effectively under these circumstances is often very demanding. 

But when are people going to realize that business language has changed? Expressions like "Please be informed," "Kindly be advised," "I would like to bring to your attention" and "I am writing to advise you" should be relegated to the recycle bin. Instead of "I should be very grateful" we should simply say "Please." Short words like buy, try, start and end should be used instead of purchase, endeavor, commence and terminate. With commas, the rule is now less rather than more. Use short words, simple expressions, short sentences and short paragraphs that are clear and concise, instead of long-winded old-fashioned jargon that is sure to confuse. 

Are you still using standard boring clichés like "Please find enclosed," "Enclosed herewith please find our catalogue for your reference and perusal," "Below-mentioned please note," "With reference to your above-mentioned order," "Further to the telecon today between your good self and the undersigned," "Should you require any further clarification please do not hesitate to contact me"? If so, perhaps it's time to take a good look at your business language and decide how you can bring it up-to-date and inline with the 21st century standards? 

Effective communication gives a professional impression of you and of your organization. Effective communication helps to get things done. Writing effectively is perhaps the most demanding work we do. Writing requires imagination, creativity, organization, careful planning and many other skills if a message is to be effective and get results. In today's fast-paced business world, there should be no room for yesterday's old-fashioned, long-winded jargon. Today's business language should be proactive, stimulating, interesting, and most of all, it should reflect your own personality. Instead of using boring clichés that have been around for decades, the key is to write in a natural style, as if you are having a conversation. So, when you are composing any business document in future, ask yourself: "If I was speaking to the recipient, would I say this?" and remember: IF YOU WOULDN'T SAY IT, DON'T WRITE IT!  

Shirley Taylor is the author of several popular books on business communication and writing skills including Communication for Business, Essential Communication Skills and Gartside's Model Business Letters and Other Business Documents. She also enjoys traveling to conduct two-day public and in-house seminars on Effective Business Writing and Success Skills for Secretaries. Details of all her books can be found on amazon.co.uk, and Shirley can be contacted on mailto:SAT001@aol.com

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