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Do
you treat your readers like sheep?
If not, you should.
C.S.
Lewis once said, “I sometimes think that writing
is like driving sheep down a road, if there is any gate
to the left or right, the readers will most certainly
go into
it.”
This statement
is particularly true in the world of business writing.
As our readers are impatient, pressed for time,
and overloaded with things to be read, they skim documents.
As a result, they often jump to conclusions. If the writer
has not taken time to explain him or herself clearly, readers
will often take “the wrong gate.”
Here are six tips to ensure your reader gets the right message
quickly.
1. Keep your sentences short. The ideal average length is
about 18 words. There will be fewer opportunities for misunderstanding.
2. Use verbs over nouns. It will shorten your sentences
and make them more powerful.
Example (Original)
We intend to bring it to completion by the end of the quarter.
Example (Revised)
We intend to complete it by the end of the quarter.
3. Be precise in what you need from your readers. Tell them
what they are going to see and what you want.
Example
I’d like your input on the following five recommendations
I wish to present to the board. As my presentation is later
this week, can you get back to me by Wednesday?
4. Get to your
main point quickly. Avoid starting with a “bed
time story.”
Example (Original)
Last week I attended a seminar in Winnipeg. It was highly
informative.
Example (Revised)
At last week’s seminar in Winnipeg, I learned of new
scheduling software that would make our salespeople more
productive.
5. Keep your paragraphs short. Lengthy paragraphs intimidate
a busy reader. Keep paragraphs to less then eight lines in
a print document and less than five lines in an e-mail. The
first paragraph in any business document should never exceed
three to four lines.
6. Provide subconscious reading instructions to the reader
by using connecting words. Examples of connecting words are
in addition, however, first, therefore, and in
conclusion.
In informal letters and e-mails, you may use and and but.
These words help receivers to read documents faster and to
quickly understand your thought processes.
These simple rules will keep your sheep/readers on the path
you want them to take.
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