Using humor in business communications
Why use humor in business communications? Done correctly, humor can add personality and life to an otherwise dull or routine project.
Anecdotes, humorous quotations or clever observations can help to win over a reader and make them more receptive to your message. In fact, many business books contain cartoons scattered throughout them designed to reinforce the text or garner a knowing chuckle from a reader who has “been there and done that.” (Indeed, that’s the entire basis of cartoons like “Dilbert” or television shows like “The Office.”)
However, if not handled with tact, comedy can backfire and ruin an otherwise fine piece of writing. Writer Suzan St. Maur penned an article a few years ago on using humor in business that makes several good points. She writes that it’s easy to get humor wrong, especially when communicating over the Internet, which is often devoid of context. Sometimes, it’s the body language or the inflection that turns a tasteless joke into a tasteful one. When that human element is missing, all bets are off as to how the recipient of the message will take it.
Still, humor can be used successfully if the proper precautions are taken. St. Maur advises writers to use jokes about situations, not people. All of us can relate to certain situations—a plumbing emergency, a toothache or a speeding ticket, for example—but we may take offense at jokes aimed at ethnic groups, minorities or public figures. St. Maur goes on to say that humor is best used like a spicy condiment in business communications: sparingly, and avoided altogether if one doesn’t know the tastes of one’s audience.
There are other ways in addition to those mentioned by St. Maur to inject a little levity into one’s writing. One is to be self-deprecating. 
While readers may be quick to condemn an author if that author pokes fun at someone else, they may be inclined to laugh along with the author if they’re poking fun at themselves. And the ability to laugh at one’s self and point out one’s own foibles can be viewed as a sign of wisdom, humility, confidence and a certain level of comfort in one’s own skin.
Another way is quote famous and respected humorists, whose work has gained a measure of respect and acceptance in general society. For example, Mark Twain once said, “Suppose you were an idiot and suppose you were a member of Congress. But I repeat myself.” A comment like that might offend if an unknown author made it, but coming from Twain, it is likely to make others smile.
Whatever approach an author uses, it’s always best to have respected co-workers (or two or three) review the piece before it goes to print. If it causes raised eyebrows in the office, it’s likely to do a lot more damage with a wider audience. As Shakespeare, himself no stranger to satire and the clever use of humor, wrote in Henry IV, “The better part of valour is discretion.” When in doubt, don’t.
10 Rules for Nonfiction Writers
In 2001, author Elmore Leonard published a column in the New York Times in their “Writers on Writing” series that contained 10 rules for writing fiction. Now the subject of a book, the column was equal parts entertainment and sincere advice for those who write fiction and do it poorly. Reading Elmore’s column has motivated me to write Trade Secrets’ “10 Rules for Writing Nonfiction.”
1.Know what’s important. What is informative, controversial, unique, entertaining or other exceptional about the story? Write about that.
2.Tell the real story, not your story. Too many writers of non-fiction try to inject their own points of view, preconceptions or prejudices into a story. Approach every topic with an open mind, and let
the facts guide the writing.
3.Quote (mostly) accurately and in context. You don’t have to quote someone verbatim as long as you’re close and convey the same meaning, unless it’s a famous quote. And don’t use quotes out of context.
4.Spell names correctly. The first question every journalist should ask someone they’re interviewing: “Please spell your name for me.” Even if it’s Glen Smith, it might be Glenn Smythe.
5.Don’t use clichés. This is so often advised, that “avoid clichés” is now a cliché.
6.Use short sentences. Most nonfiction is written at an eighth grade reading level. While long, complex sentences are fine for creative writing class, they don’t work when you’re trying to convey information quickly and accurately. Likewise…
7.Use short paragraphs. Nothing turns off a reader more than an imposing block of text staring them in the face. Three to four sentences, max. Then hit enter.
8.Be careful with your punctuation. There isn’t much room for the exclamation point in nonfiction (or in fiction, for that matter). Unless you’re being purposely glib to set a tone or be interesting, then stick with periods.
9.And speaking of being interesting, be interesting. No one says nonfiction has to be dull or boring just because it’s factual and not fanciful.
10.The last two rules are the same as Leonard’s: Try to leave out the part that readers tend to skip. You need to figure out what that is, and get rid of it. It may be pointless exhibition, or it may be a statement of fact that we all know (e.g., “The current recession has been tough for small businesses.”).
And Leonard’s One Rule to Rule Them All: If it sounds like writing, rewrite it.