TABLE OF CONTENTS
Professional Writing Basics
'Without a strategy, execution and knowledge are meaningless.'
In professional writing, your approach will often shift between two modes:
A. Counter: This is when you present arguments or perspectives that oppose the opinions, views, or solutions presented by someone else.
Example: 'While Mr. Smith's proposal suggests that reducing our marketing budget will allow us to funnel more funds into product development, I believe this approach overlooks the crucial role that marketing plays in driving sales and overall company growth.'
B. Support: This is when you agree with the ideas presented by others as they align with your beliefs or your understanding of the truth.
Example: 'I wholeheartedly agree with Dr. Jones's assessment that investing more heavily in staff training will not only increase our team's productivity but also boost overall morale and job satisfaction.'
The application of these modes - countering and supporting - can vary in intensity.
For example, a subtle counter could be: 'Whilst I understand the rationale behind Mr. Smith's proposal to reduce our marketing budget, I wonder if it may be worth considering the potential impact this could have on our sales figures.'
Depending on the context, you may want to be more subtle or more assertive.
A more assertive support might look like: 'Dr. Jones's suggestion to invest more in staff training is, in my opinion, the only viable way forward if we wish to boost productivity and morale within our team.'
LISTEN TO THIS SECTION OF THE ARTICLE:
EXERCISE:
INSTRUCTIONS
For each of the following statements, write a professional response that either counters or supports the statement. Try to vary the intensity of your responses, being more subtle in some and more assertive in others.
Statement: "Our company should invest more in advertising to reach a larger audience."
Statement: "The team should work overtime to meet the project deadline."
Statement: "We should implement a work-from-home policy to improve work-life balance."
Statement: "The budget allocated for employee training is excessive and unnecessary."
Statement: "We should focus more on customer retention rather than acquiring new customers."
After you've completed your responses, reflect on the exercise.
Was it easier to write counter arguments or supportive arguments?
Did you find it challenging to vary the intensity of your responses?
Use these reflections to continue improving your professional writing skills.
SAMPLE ANSWERS:
1. Statement: "Our company should invest more in advertising to reach a larger audience."
Counter (Assertive): "While expanding our audience is crucial, I firmly believe investing more in our product development should be our priority. Improving our product will organically draw more customers and strengthen our brand."
Support (Subtle): "I see the merit in your suggestion to invest more in advertising. Increasing our brand visibility could indeed have a positive effect on our customer base. It might be worthwhile to consider this alongside our other priorities."
2. Statement: "The team should work overtime to meet the project deadline."
Counter (Subtle): "Whilst I appreciate the urgency of meeting our project deadline, we should consider the potential impact on team morale and productivity with excessive overtime. Perhaps there are other strategies we could explore to expedite our progress?"
Support (Assertive): "I completely agree with this proposition. In the face of tight deadlines, everyone's extra effort and time commitment can truly make a difference. Let's ensure, though, that we compensate and recognise our team's hard work."
3. Statement: "We should implement a work-from-home policy to improve work-life balance."
Counter (Assertive): "Although a work-from-home policy could potentially enhance work-life balance for some, we must remember that not all employees have conducive environments for remote work. We need to explore other avenues for improving work-life balance that suit everyone."
Support (Subtle): "Your suggestion for a work-from-home policy is indeed interesting. This could potentially provide more flexibility to our employees and contribute to a better work-life balance. It would be worth exploring the logistics of this idea further."
4. Statement: "The budget allocated for employee training is excessive and unnecessary."
Counter (Subtle): "While it may seem that a significant portion of our budget is allocated to employee training, we might want to consider the long-term benefits of a well-trained workforce. It could lead to improved productivity and greater job satisfaction."
Support (Assertive): "I agree that it's necessary to re-evaluate our budget allocations. However, we should be cautious not to undermine the importance of employee training. Perhaps we could look for more cost-effective training solutions instead."
5. Statement: "We should focus more on customer retention rather than acquiring new customers."
Counter (Assertive): "While customer retention is undeniably important, focusing solely on our existing customers might limit our growth potential. We need a balanced approach to both customer acquisition and retention."
Support (Subtle): "Your point about focusing more on customer retention is worth considering. Retaining our existing customers could indeed foster brand loyalty and positive word-of-mouth. Maybe we could explore strategies that cater to both retention and acquisition."
EXERCISE: The Art of Business English Writing: PDF Exercise Booklet
DOWNLOAD the PDF Workbook with Exercises and Sample Answers
MORE RESOURCES:
Evaluating Your Business Writing
When writing, it's crucial to self-evaluate. Here are some things to consider: