Give Your Brand a Consistent, Authentic Voice
Ensure everyone writing for your organization communicates in a way that feels genuinely yours
Back to HomeWhat This Documentation Provides
Your brand has a personality that comes through in how you communicate. Sometimes this personality is clear and intentional. Other times, it's inconsistent, varying depending on who happens to be writing at any given moment.
Brand voice documentation captures what makes your communication distinctive and provides clear guidance for maintaining that character across different contexts and content types. This isn't about imposing rigid rules. It's about articulating the qualities that make your brand recognizable and helping everyone who writes on your behalf express those qualities naturally.
You'll have a practical reference that helps maintain consistency, builds trust with your audience, and ensures your brand sounds like itself regardless of who's doing the writing.
The Challenge of Inconsistent Communication
Perhaps you've noticed that your brand's communication feels different depending on which team member is writing. Social media posts might have one personality while email newsletters have another. Website content might feel formal when your customer interactions are casual, or vice versa.
This inconsistency isn't anyone's fault. Without clear guidance about how your organization should sound, people make their own choices based on personal writing styles or what seems appropriate in the moment. The result is a brand that doesn't have a cohesive identity in its written communication.
You might also face challenges when bringing on new team members or working with external writers. How do you help them understand the subtle qualities that make your communication distinctive? Saying things like "be professional but friendly" or "keep it casual" provides some direction, but it's not specific enough to ensure consistency.
What you need is a clear articulation of your brand voice that goes beyond vague descriptors and provides concrete guidance anyone can follow.
How We Document Your Brand Voice
We work with you to identify the characteristics that define your brand's communication style, then create practical documentation that helps anyone writing for your organization maintain that voice.
Discovery and Analysis
We begin by interviewing key stakeholders to understand how you want your brand to be perceived and what values drive your communication. Then we review existing content across different channels to identify patterns in how you currently communicate.
This analysis reveals both intentional voice characteristics you're already expressing well and areas where communication varies inconsistently or doesn't align with how you want to be perceived.
Voice Characteristics Definition
Based on our discovery work, we define the specific qualities that characterize your brand voice. Rather than using generic terms, we describe these qualities in concrete ways that provide clear direction.
For example, instead of saying your brand is "friendly," we might define how that friendliness manifests in word choice, sentence structure, and tone. This specificity makes the guidance actionable.
Practical Guidelines Development
We create guidelines that cover various aspects of writing for your brand, including tone preferences, vocabulary to use and avoid, punctuation conventions, and how to adapt your voice for different contexts without losing its core character.
These guidelines are practical rather than prescriptive. They help writers make good decisions rather than enforcing rigid rules that stifle natural expression.
Examples and Applications
The documentation includes before-and-after examples showing how to apply voice principles to different content types. We demonstrate what your brand voice looks like in practice across various scenarios and channels.
These examples serve as reference points that make the abstract concept of brand voice tangible and easier to implement in daily writing tasks.
The Documentation Process
Stakeholder Interviews
We'll speak with people across your organization who have insights about your brand personality and communication goals. These conversations help us understand both aspirational qualities and current realities.
Content Audit
We review representative samples of your existing content across different channels and formats. This reveals patterns in your current communication and highlights areas of consistency or variation.
Initial Draft Review
We'll present a draft of the voice documentation for your review. This gives you the opportunity to refine definitions, add context, and ensure the guidance accurately reflects how you want your brand to communicate.
Example Development
We create practical examples showing how your brand voice applies to various content scenarios. These examples make the guidelines tangible and easier to implement.
Final Documentation Delivery
You'll receive the completed brand voice guide in a format that's easy to share with your team. We'll also provide guidance on how to introduce this resource to people who will be using it.
The process typically takes several weeks, allowing time for thorough discovery, thoughtful development, and collaborative refinement of the documentation.
Investment and Deliverables
Your Documentation Includes
Long-Term Value
This documentation becomes a lasting resource for your organization. Every time someone new joins your team or you work with external writers, this guide helps them understand how to communicate authentically as your brand.
The consistency this creates builds recognition and trust with your audience. When your communication has a distinctive, reliable character, people develop a sense of familiarity with your brand that goes beyond just recognizing your logo.
Consider also the time saved when writers have clear guidance rather than guessing about appropriate tone or seeking approval for every piece of content. Good documentation empowers people to make confident decisions.
How Effective Voice Documentation Works
Strong brand voice documentation creates measurable improvements in how your organization communicates and how audiences respond.
Consistency Across Channels
When everyone writing for your brand has the same reference point, your communication becomes recognizably consistent whether someone encounters you on social media, your website, or in email correspondence. This consistency reinforces brand identity.
Faster Content Creation
Clear guidelines reduce the time writers spend wondering about appropriate tone or seeking approval. They can make confident decisions aligned with your brand voice, which speeds up the content development process.
Easier Onboarding
New team members or external collaborators can quickly understand how to write for your brand. Instead of learning through trial and error or osmosis, they have explicit guidance that shortens the learning curve.
Brand Differentiation
A distinctive, consistently applied voice helps your brand stand out in crowded markets. When your communication has a recognizable personality, you're not just another organization saying similar things in similar ways.
What to Expect After Implementation
The impact of brand voice documentation builds gradually as team members become familiar with the guidelines and apply them consistently. You'll likely notice improved consistency within the first month of implementation.
Over time, writing for your brand becomes more intuitive for everyone involved, and the documentation serves primarily as a reference for edge cases or when working with new collaborators.
Our Collaborative Approach
Creating effective brand voice documentation requires collaboration. You know your brand, your values, and how you want to be perceived. We bring expertise in articulating these qualities clearly and creating practical guidelines people can actually use.
Throughout the process, you'll have opportunities to review drafts, provide feedback, and ensure the documentation accurately captures your brand's communication character. This isn't something we create in isolation and hand off. It's a collaborative development process.
If at any point you feel the documentation isn't reflecting your brand accurately or the guidelines aren't practical enough, we'll work with you to refine the approach until it serves your needs.
Start with a Conversation
We're happy to discuss your communication challenges and whether brand voice documentation would be valuable for your organization. This initial conversation helps us both understand if our approach aligns with your needs.
Moving Forward Together
Initial Contact
Reach out through our contact form to share information about your organization and the communication challenges you're facing. Tell us what prompted your interest in brand voice documentation.
Exploratory Discussion
We'll schedule a conversation to understand your brand, your communication goals, and whether voice documentation would address your specific needs. This helps us both determine if there's a good fit.
Discovery Phase
If you decide to proceed, we begin with stakeholder interviews and content review. You'll meet with our team to discuss your brand personality and communication aspirations.
Collaborative Development
We'll present draft documentation for your review and refinement. Your feedback shapes the final guide to ensure it accurately reflects your brand and provides practical value to your team.
Implementation Support
Once the documentation is complete, we'll provide guidance on introducing it to your team and making it a useful resource rather than a document that sits unused.
The goal is creating documentation that genuinely helps your organization communicate more consistently and authentically, not just producing a deliverable that meets some theoretical standard.
Ready to Define Your Brand Voice?
Let's discuss how brand voice documentation could help your organization communicate more consistently and authentically across all channels.
Begin the ConversationWe'll help you determine if this service is right for your current needs.
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