Effective Writing For Effective Communication - Office Version

Keep it short

Would you read a long paragraph someone sends you? Probably not. In an office, everyone is busy with their own tasks. So, unnecessarily long texts are often unnecessary and distracting. Sometimes, the core point of the message gets lost amidst all the long lines.

• Keep your sentences as short as possible short.
• It keeps communication clear and to the point.

Organize your writing

Writing well comes from thinking well. Follow a proper structure so that your reader does not get lost in the text. The below pointers can help create a clear and precise copy.

• State your purpose
• Start with an outline
• List the main points

Use data instead of adjectives

It is all about refining your content and filling it with more value. That means removing ambiguity with numbers wherever possible.

• Numbers attract attention to the written text.
• Many 70% of the people don’t read beyond headlines. But adding data instead of adjectives grabs their people’s attention.

Don’t use weasel words

Weasel words mean words like may, might, could, can, etc. Use them only where it is absolutely necessary.

• Using words like these may be is boring and makes the sentences look weak.
• These words don’t motivate readers to take action.

The ‘So-What’ test

After writing whatever you have written, ask yourself, so what? The question helps you understand whether the text makes sense or not, and provides value or not.

• If you ask 'so what' and do not find an answer, then you’ve got to work on it.

Don’t use adverbs

Adverbs make your writing look extremely lazy. Use data wherever possible to signify the importance of the verb.

• For example, if you want to say ‘our social media following rapidly increased,’ try changing the sentence to ‘our social media following increased by 5000.’

Make it easy for the reader

Your piece should fulfill a purpose. The main aim is to get results. So, no need to use intricate language. Keep it simple and reduce friction.

• Find shorter alternatives
• Avoid jargon

So, these are some ways in which we can improve our writing in a workplace setting. It will make you a better communicator, hence a more reliable and productive team member.