Here’s a very simple fact. You can make a stronger impact on those you communicate with simpler writing – in your emails, in your proposals, in your reports. In fact, the simpler your writing is, the more powerful it becomes in terms of the impact you create…
Simple writing is not just about few words – it is about ensuring that you take out all unnecessary stuff. Here are some important ideas for you to use in your writing from now on…
1- Use short paragraphs.
Short paragraphs are easy to read. The paragraph creates an easy transition from one topic to another and creates a flow that the reader can follow. The paragraph break is a way for the reader to relax mentally in between processing of different chunks of text.
A good rule of thumb is to keep your paragraphs to a maximum of 5 lines.
2- Use conversational style of writing.
Have you noticed how people switch to a different formal style when writing compared to when they speak? Have you also noticed how awkward it is to listen to a presentation that is being delivered in a very formal, rigid manner?
Try to write as if you are speaking to the person you are addressing. Use the “conversational” style of writing which means dispensing with undue formality that one sees in so many written communications. Use of simple language, some anecdotes, a bit of humor etc. can make a big difference in how your writing is received. People want to know they are reading something written by another human, not a word-crafting robot.
3- Provide the questions as well as the answers.
You readers may have questions when reading your writing. It is a great idea to anticipate what these might be, to frame these questions yourself and then provide the answers too. An example is:
“What is an average sentence length in words for effective writing?”
“Well, the right answer is an average of 15 words per sentence.”
In summary:
-short sentences
-short paragraphs
-conversational style
-value-add with questions and answers when appropriate
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