Writing with clarity and conciseness means to get right to the point. Write exactly what is meant without inserting double-speak and present content in the simplest terms possible.
Getting to the point in emails, especially these days when everyone is so overwhelmed with the amount of emails in their inbox, can save everyone a tremendous amount of time.
Here are 3 tips to write with clarity and conciseness:
1. Organize key points before you write.
You should already have performed this step when you ranked your key points or completed your planning worksheet (learned in my Written Communication course). Either of these methods will provide you with a basic outline to write your communication and ensure that you stay focused on what you want to say, and keep your key points in the order you want to communicate them.
When you organize your key points, you save time and are able to get your point across more clearly and concisely. This will save your recipient time and will save you time because they will not need to email you back with clarifying questions.
2. Let your speech guide your writing.
Try to write the way you would speak in normal, everyday conversation. However, do not be too informal, especially when writing to senior co-workers. Do not use slang and abbreviations - keep your writing on a professional level.
Here are some tips to make your writing more reader friendly:
- Use simple words. Avoid using a big word when a small one will do. Your readers will appreciate not having to go to a dictionary to look up the meaning of unfamiliar words. And, believe it or not, you will not sound more intelligent by using fancy words.
- Delete empty words. Avoid using a phrase when a word will do. Again, get to the point and reduce the time your readers need to spend to read your communication. As an example, it is more efficient and clear when you say, "Because the numbers show xyz..." than to say, "Due to the fact that the numbers show xyz..." Get my point?
- Trim rambling phrases. Long, rambling sentences with lots of punctuation marks can confuse your readers. You do not want your readers to get a headache trying to decode your message.
3. Avoid repetition and platitudes.
A repetition is a word, phrase or clause used more than once in a paragraph or short communication. A platitude is an unoriginal, overused declarative phrase. An example of a platitude is “There is no I in team.”
Make your communications easy to read and understand by using as many of these tips as possible. I have plenty more, but these seem to be the ones I see people do the most often.
Remember, when you write with clarity and conciseness and get right to the point, you will save everyone a lot of wasted time.
If you're interested in learning more, CLICK HERE to take my Written Communications course and use the Discount Code: GADYE18 to receive a 74% discount (Only $24.99).
