7 Sharing

Learn—Sharing Information

We don’t write professional documents just for the fun of it. We write for a specific reason, and one of the keys to writing effectively is knowing why we write. One common reason for writing is to share information. If I had to guess, I’d say at least 90 percent of the emails that I write have the goal of sharing information. Sometimes, as in this example, I was asked for specific information. Sometimes, I anticipate a question and provide information before I am asked.

Let’s take a look at an example email to see this in action.

As you see from the example, I did several specific things in this email:

• Restated the request for information I received
• Identified the first piece of information I provided
• Identified additional information I provided
• Made it clear that I was willing to answer questions

I was able to know what to include because I considered my audience and their request first.

Consider Your Audience

When we write to share information, we are providing specific information for a specific purpose. So we have to decide what information our audience needs—and this means taking care to remember that we know more than our audience, so their needs determine what we include. Finally, we have to provide enough detail to meet their needs.

Writing to share information is much like writing to respond, which we’ll discuss later; however, there is one major difference:

• When we write to respond, the writer decides what information is being shared and why.
• When we write to provide information, the reader (who made the original request for information) determines what information is shared and why.

An answer to a response for information can come in many forms:

• You will send emails that answer questions.
• You will send text messages that include times and dates for meetings.
• You will provide data that will be used in reports.

These are just a few examples of the types of documents you might write to share information. We can’t possibly predict them all.

Why Should You Learn How to Share Information Effectively?

Before we go any further, let’s get this out of the way. The importance of sharing information effectively isn’t a concept we invented just for this book. Working professionals have a lot to say about this subject:

Here’s another opinion:

Whether you are writing a short email or a longer report, every document that shares information uses the same basic structure.

How to Structure an Informational Document

When providing information, you first must decide whether to take the direct or indirect approach. Each approach has its own unique advantages, disadvantages, and appropriate uses. Deciding which approach you are going to use in your document is incredibly important and determines the appropriate structure.

When Is a Direct Approach the Best Choice?

When you are providing information your readers will likely be happy to get, use a direct approach:

• Here are the details about our holiday party.
• Everyone is getting a 5 percent cost-of-living raise.

When Is an Indirect Approach Best?

If you are giving information that your reader may not like, use an indirect approach:

• The company is instituting a new dress code.
• Gym memberships are being canceled.
• We cannot make a new hire.

Let’s look at how to structure both a direct and indirect request.

Using a Direct Approach

When you write to share information using a direct approach, use this structure:

Introduction

Why you are sharing information

Body

Detailed information about the new policy or procedure

Conclusion

Includes a call to action and demonstrates that the lines of communication are still open

Each of the pieces of the structure serves a specific purpose.

Introduction

Anytime we communicate with someone for a professional reason, we should begin by stating our purpose.

Why?

Because everyone is busy, and if you can’t convince someone from the first line that a communication is important to them, they probably won’t read it. This might sound harsh, but your readers need to know what’s in it for them. Think of how many texts, emails, and tweets you are bombarded with every day. The only way to keep up is by prioritizing, and we prioritize based on choosing those communications that offer us something we need. So every time you write to share information, your introduction should include

• A statement of purpose
• What information you are providing
• What’s in it for your reader

Let’s look at some examples of some openings for an email:

Email Opening Examples

Good or Bad?
This example doesn’t work because it doesn’t tell the reader much at all:

• Why is the company implementing a new policy?
• What is the policy?
• Does the new policy affect the reader?

Good or Bad?
This second example is much better because it makes it clear what procedure is being changed, why, and how the change will benefit the readers. This is an excellent opening.

After your statement of purpose, you need to provide details about the information you are providing.

Body

If you don’t provide accurate, specific information, how can you expect your reader to comply? For example, if you schedule a meeting and provide the wrong time, who is at fault if no one attends? The portion of your message in which you provide details might be one or more paragraphs long. The length will be based on the amount and complexity of the information. But you need to remember these rules:

Once you have provided all of the information, be sure to tell your reader what to do with it.

Conclusion

The final paragraph of our message must do two things:

• Provide a statement of action.
• Show that the lines of communication are open.

Provide a Statement of Action

Most of us have a profile on LinkedIn. The purpose of your profile is to share information about yourself with other professionals. However, if your summary doesn’t end with a call to action, your readers won’t know how to respond. What to do you need from your readers? Advice, a job, an internship? If you don’t tell them, they won’t provide it. Here are some good action statements:

• If you have any information regarding internships in accounting in the Dallas area, please contact me.
• If you have any questions regarding the new procedure for requesting time off, please send me an email. Human Resources is also hosting a lunch meeting on Wednesday, August 3, at noon.

Finally, you need to keep the conversation going.

Show That the Lines of Communication Are Open

Your readers need to know that you are available to answer questions, or that other sources of clarification are available. Otherwise, readers may not understand the information you shared, and if they have no one to go to with questions, they may unintentionally make mistakes.

Using an Indirect Approach

When you provide unwanted information, you must be sure the reader understands why what you are sharing is necessary and how it will benefit them.

Introduction

Rather than bluntly sharing your information, you should begin with a buffer that emphasizes the positive by showing appreciation.

Body

Show empathy and provide a justification for the request to come. Tell employees how complying with the request will benefit them. Include a call to action.

Conclusion

Keep the communication open and provide opportunities for clarification or questions.

Let’s take a look at this structure in action:

Now that you understand how to structure a message that shares information, let’s look at some best practices that will help you make good decisions as you write.

• Understand what information is needed.
• Make sure your information is accurate.
• Make sure your information is complete.
• Make sure you keep a record of the information.
• Make sure you send it to everyone who needs it.

Let’s look at each of these more carefully.

Understand What Information Is Needed

Before you begin to write, you need to carefully consider what to include in your message. Here are some questions to answer that will help you decide:

• What do your readers already know about the information you are sharing? Have they been part of the decision-making process? Are they hearing about this topic for the first time?
• What questions are they likely to have? Will they want to know when something will happen? Where? Why? How?
• What is your readers’ attitude likely to be? Will they be pleased with the information, or worried, indecisive, or resistant?
• What do you want them to do with the information you provide? Do you want them to cooperate? Act, understand, participate?

The best way to be sure if you have provided the information your readers need is to ask someone who is in your audience!

Make Sure Your Information Is Accurate

If your information isn’t accurate, it’s useless, and any problems that occur because of your error will be your fault. For example, if you send your team an email telling them you have scheduled a meeting for the fourteenth when you meant the fifteenth, you have no reason to be mad at your team when they don’t come to the meeting on the fourteenth. Or what if you meant to attach the document dated 3/13 but instead you accidentally attached an earlier version of the same document? Here are some strategies for checking the accuracy of your information:

Make Sure Your Information Is Complete

When you are sharing information with others, it is usually because you are an expert. In other words, you know more than everyone else. When we know more than others, it is easy to fall into the trap of forgetting our readers don’t know as much as we do. When we think that way, we can easily leave out information our readers need:

• Definitions of terms
• A summary of previous work or decisions
• Deadlines
• Work delegation

It is better to risk repeating something your readers already know rather than leaving out something they need.

Make Sure You Keep a Record of the Information

We aren’t suggesting that you keep every email you write in your inbox. However, you should create electronic folders to keep copies of important information. We suggest using a resource like Dropbox or Teams. Why do you need to keep digital records?

Sometimes someone might question whether you actually sent a particular piece of information. If you have kept a copy of that communication, you can easily answer the question. Or you or someone you work with might not remember a particular detail from a previous document. Again, if you have saved the document, you can quickly find the answer.

Make Sure You Send It to Everyone Who Needs It

Sending out electronic documents has its issues. It’s easy to attach a document to an existing email without checking who’s on the mailing list. Ouch.

You just sent your document to three people who don’t need it. Now you have to answer their annoyed, confused questions.

Assess—Writing to Share Information

1. Which of the following should a statement of purpose include?
   a. Identify what information you are providing.
   b. Begin with a demand.
   c. Ignore the readers’ needs. You are the leader.
   d. Tell your reader what’s in it for them.
2. Which statement does NOT describe the necessary qualities of detailed information?
   a. Short. You can talk to everyone at lunch.
   b. Accurate
   c. Specific
   d. Complete
3. Which of the following should the closing include? Select all that apply.
   a. Include as little as possible.
   b. Provide a statement of action.
   c. Show the lines of communication are open.
   d. A closing is optional.
4. Which of the following is NOT a good reason for showing your readers the lines of communication are open?
   a. So your readers know they can ask questions
   b. So you can correct any misunderstandings
   c. So you can create goodwill
   d. So you can criticize the people who come in
5. Which of the following are not good reasons for sharing information? Check all that apply.
   a. To let everyone know about upcoming changes
   b. To share photos of your amazing vacation
   c. To provide details about an upcoming project
   d. To answer questions

Engage—Writing to Share Information

Recently, your department has been facing an issue. When your company first opened, it was small and family owned and operated. While the size of the company has tripled, the policies and procedures that the company follows have not kept up. As a consequence, employees have been taking personal days and half days without prior approval, which is causing scheduling issues and other problems. In order to improve the situation, the company is formalizing its procedures for taking time off. The following memo was written by your supervisor, who asked you to give your feedback before they send it out.

To complete this activity successfully, complete the following steps:

1. Determine whether the writer achieved the following:

• Used an appropriate tone for the audience.
• Used an indirect approach.
• Included adequate and accurate information.
• Ended with a call to action.
• Showed the conversation was open.
• Crafted a memo with an effective structure.
• Wrote the memo with no errors in style, grammar, or punctuation.

     2. After assessing the above, complete the following:

• Present your findings in a memo.
• Post your memo to the discussion.
• Respond to at least three of your classmates. Provide feedback on the following:
  • The content of their memo
  • The structure and design of their memo

Apply—Sharing information

For this assignment, you must write a memo in response to the following prompt:

In the “Audience” module you identified the problems facing the members of your department as the company transitions from work at home to work from the office. After identifying the problems, you suggested a potential solution based on what you learned from interviewing the members of your department. Now that your proposed plan and solution has been approved by the CEO, your job is to share it with the members of your department.

Most of the department has enjoyed the convenience of working from home and have concerns about returning to the office. Your job is to present the information as persuasively as possible to get everyone’s cooperation.

To complete this assignment successfully, follow these steps:

1. Present your information in the form of a memo.
2. Use headings to create a visual hierarchy.
3. Follow the guidelines for creating an effective structure.
4. Use correct English.
5. Meet your audiences’ needs.

For this assignment, you may create material concerning employee concerns and needs; however, your material must be realistic and should be based on your professional experience.

Assignment Rubric