Business communication must be clear and concise. Follow our 10 tips for plainer prose

Jargon, corporate-speak, dull, long-winded formality... I've never met anyone who likes their business writing this way. So why can it seem so difficult to give people the skills to write clearly, directly and simply? It's because it's not really about skills. It's more to do with culture. Ask people to change their writing style and it throws up all sorts of big questions. Does this sound professional? Will we still be taken seriously? Am I allowed to write like this? You need to alter the way people feel about writing. Here are 10 tips to help you:

1. Think like a reader
We all know when something's interesting, engaging and easy to read. And we know what we find boring, difficult or hard-going. Keep reminding people to trust their instincts. If they don't like it, then nobody else will.

2. Small words can make a big difference
Automatically generated emails, report templates, the signs in the toilets—they all set a tone and influence how people write. Look out for them and rewrite if necessary.

3. Practise what you preach
No matter what you say, your people will take their biggest lead from the way you write. So make sure your own writing is a shining example.

4. Get everyone to swap notes
Even the best novelists and journalists have editors. So don't isolate yourself when you write. Encourage "writing buddies", or get people to talk through their work before they even put pen to paper.

5. Read out loud
It's the most effective test. Can you say your sentences easily in one breath? Do your words flow, or do you stumble over clunky phrases? Do you put on a funny voice? Your voice is giving you clues.

6. Have fun
Pick a word of the day. Hire a poet to do a reading, or start a book group. Have a notice board where people can stick writing they like (and don't like). Anything that gets people thinking, talking, arguing and playing is a good thing.

7. Train your writers
Most people write at work almost every day. So why do so few companies have writing workshops on their standard training programme, or as part of an induction process?

8. Start a library
Good writers are almost always avid readers. So have some decent books around. If you need to write an important piece, read something inspiring first.

9. Measure your new words
Have calls from confused customers fallen? Are more people reading internal bulletins and acting on them? Are employees spending less time editing reports? Gather data—it will prove that good writing makes money and changes attitudes.

10. Don't ban anything
It's tempting to outlaw buzzwords. Don't, it irritates people and is usually counter-productive. If you support good writing—by doing the other nine things on this list—people will stop using them anyway.

Nick Parker is a former journalist and creative director of business language consultancy The Writer