Five Tips for Clear Written Communication

In today’s information age, we are often swamped with … well, information! In our homes, we are deluged with TV ads, newspaper and magazine ads, and direct mail ads. Then there are the “important” things we get via the radio and TV and those newspapers and magazines; add to that the e-mail that we receive day after day. It’s a lot of stuff!

And things are no different when we get to work. Think about how many pieces of written communication you receive in a day. Lots, yes? Between email, sales letters, proposals, memos, newsletters and articles - just to name a few - it's an enormous amount to consume and process.

Now imagine that you are contributing to this info avalanche by the written – electronically and on paper – communications you are sending. How can you help the recipient of your communications quickly and correctly process what you are passing on to them?

In your communications, keep these points in mind:

1. Be concise. Fewer words make greater impact. Why? Because substantive words stand on their own. When you use filler words and information, your message becomes diluted. The reader is wading through extra words to find and interpret your meaning. Next time you write an email, proposal, or letter, review it for unnecessary fillers like prepositional phrases and run-on sentences.
2. Use active language. Active language improves your credibility. It demonstrates that you are decisive and believe in your message. For example, instead of writing "I would like to recommend these resources for you because I think they will improve your knowledge on this topic," write "I recommend three resources to reinforce your knowledge on this topic."
3. Selectively use bullets to highlight your key points. Bullets are very effective in highlighting key points of your message. Envision your audience reading only the bulleted points within your message. Are you using those bullets for the most pertinent points? Keep the information within bullet lists relevant and concise.
4. Proper use of whitespace. Whitespace is as important as your words. It creates visual appeal, provides easy transition between message topics, and makes your message easier to consume. It is especially critical in online pieces because many readers skim for key points. Review your message for logical breaks or topic changes and separate them.
5. Stay on message. It's tempting to add extra information to our written messages because we often have so much to share. But adding too many details that aren't absolutely vital to the message dilutes its value. For each phrase or sentence, ask yourself if this information is vital to your audience.

In your next written communication piece, use these five tips to create a message that is clear, on point, and full of impact!

For twenty-five years Joe C. Fairchild was a public speaker, counselor, and “life-coach.” He has worked with individuals and both small and large groups. Currently semi-retired he is pursuing a life-long interest in writing. Read more of his blogs at CommunicationsJobsBlog.net.