Q: I hate looking at a blank computer screen, wondering how to start my email or memo. Once I get started, what comes next? I always seem to ramble. ACE advises: You’re not alone. First, ask yourself who you’re writing for. How much do they know already and how much do they need to know? […]
Q: I hate looking at a blank computer screen, wondering how to start my email or memo. Once I get started, what comes next? I always seem to ramble.
ACE advises: You’re not alone. First, ask yourself who you’re writing for. How much do they know already and how much do they need to know? That will help you organize your thinking. Then, always assuming that your readers are busy, get to the point or BLUF (bottom line up front). Give them a reason to keep reading.
Develop a firm grasp on the “why” element. What’s your intent, your purpose? Do you want to inquire, inform, or instruct? What outcome of this particularly business communication will tell you your message is clear?
As to rambling, that’s OK in the first draft. But, knowing that length alienates, you have to cut back as you edit yourself. Look for redundancies, wordiness, mushy thinking. Effective writers have to be tough on themselves. Believe me, “leaning out” your final version can be a gratifying exercise in clarity.
And remember, your job as a writer is to edify, not impress. If you construct a lot of dense paragraphs saturated with big words when smaller ones will do, you’re trying to impress.
Your audience will appreciate shorter paragraphs and, where practical, bullet lists that make your points or spell out your instructions in concise fashion. They will be edified, and all that white space between paragraphs and bullets will prevent reader fatigue.
Dave Griffiths can be contacted at davegriffithscommunications.com.
