Effective Writing Basics

Tips that can improve your writing in any medium

Five keys to effective writing

• Put the reader first
• Use simple words and short sentences
• Use jargon only when necessary
• Write with verbs and nouns
• Format to improve readability

​

Five keys to effective writing

• Key #1: Put the reader first
• Communication = understanding
• Write to EXpress not Impress
• Use words readers can picture
• Tie in to the reader’s experience
• WIIFM – What’s in it for me

Five keys to effective writing

• Key #2: Use simple words and short sentences

Example 1

• Per our conversation, I am enclosing herewith a remittance of $25 for the balance due on my account. (18 words)
• As we discussed, here is the $25 remaining on my account. (11 words)
• Here is the $25 remaining on my account. (8 words)

​

Example 2

• As pertaining to the question of whether or not to construct a new storage facility, corporate management will ascertain the appropriateness of such an issue in the near future.
• Management will decide next week whether to build a new storage facility.

​

Tip

• Avoid wordy prepositional phrases
• In the amount of (for)
• In order to (to)
• Due to the fact that (because)
• In the event that (if)
• During the time that (when, while)

​

Five keys to effective writing

• Key #3: Use jargon only when necessary
• What is jargon?

Example 3

• The new FMIS system from Global provides VOR/DME nav redundancy, as well as enhanced GPS capability.
• Global's new flight management system provides several ways to navigate your airplane, including the latest in satellite navigation.

​

Example 4

• While the new ST7000 provides extensive memory and is extremely user compatible, it lacks the requisite capacity for calculating at a high rate of speed.  
• Our computer system is easy to use and has enough memory, but it is too slow.

Example 5

• Demand-side capacity combined with transmission wheeling contracts and local generation resources will be able to meet local demand and spinning reserve requirements for the next five years.

​

• SMUD will be able to save and produce enough power to meet local needs for the next five years.

​

Five keys to effective writing

• Key #4: Write with verbs and nouns
• Use the active voice
• When it is okay to use passive voice

Example 6

• The company (S) sells (V) insurance (O).
• Not: Insurance is sold by the company.�
• The construction crew repaired the road.
• Not: The road was repaired by the construction company.�
• Tests showed the new material did not wear well.
• Not: When tests were run, it was discovered that good wear is not exhibited by the new material.

Example 7

• Choose the right verb and the right noun
• Mr. Johnson ran quickly across the four-lane street, almost falling down when he stepped in a large hole in the concrete. (22 words)
• Mr. Johnson sprinted across the boulevard, stumbling when he stepped in a pothole. (13 words)

​

Five keys to effective writing

• Key #5: Format document to improve readability
• Use lists, bullets, charts, tables, indents, italics, bolds, headings and subheadings
• The 100-word rule

​

Plan, organize, write

• Before you begin
• Who is the audience (“My audience is _________.”)
• Purpose of the message (“My purpose is________.”
• How will the reader use the information (“So that the reader will________.”)

Plan, organize, write

• As you begin
• Assemble all useful information
• Determine what’s important
• Choose what to leave out
• Group information logically

Plan, organize, write

• Four ways to organize
• Division
• Compare/contrast
• Cause/effect
• Problem-analysis solution

Division

• Start with main idea, then discuss the parts
• Example:
• ACME Corporation faces four problems that threaten its competitiveness:
• Outdated marketing plan
• Poor service record
• High prices
• Low Morale

Compare/Contrast

• Use familiar to explain unfamiliar
• Put the conclusion up front
• Example:
• If we expand in the West we will face the same challenges as we did in expanding to the South:
• Lack of identity
• Poor distribution
• Short p-term cash flow problem
• Untrained labor force

Problem-Analysis-Solution

• Find a straightforward way to offer recommendations
• Example:
• The shipping dock’s inability to ship product fast enough results from a inefficient tracking system. The solution is to:
• Invest in a new computer system
• Retrain staff
• Inform customers of realistic shipping times
• Budget for overtime to meet peak demand

Cause/Effect

• Presents a clear-way analysis
• A-B; A-B-C-D; ABCD-E
• Example:
• Reorganizing the marketing department will cause two benefits and one problem:
• Improved accountability
• Better communication
• Problem – poorer service to industrial customers

Plan, organize, write

• Develop an outline
• Write
• Write the easiest part first
• Develop major sections one at a time
• Introduction for main ideas
• Main point in first paragraph
• Turn off your internal editor

Plan, organize, write

• 90% of writing is re-writing and editing
• Let the document cool
• Run a Fog test
• Aim to cut first draft by at least 10%