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In Business Writing, Give Your Readers a Break: Pick One!

September 24, 2019 by Barbara McNichol Leave a Comment

by Barbara McNichol

business writingIn wanting to cover many aspects of a topic, business writers sometimes throw down so many variables that readers have no way to gauge the importance of each. They feel weighed down trying!

Look at these examples in business writing:

  1. The professor included and provided a methodology for continuing the effort.
  2. The state and local leaders developed and drafted numerous statutes.
  3. We need to appreciate and understand the factors affecting the time and place.

The “Pick One” Principle

You can lighten your readers’ load by applying the “pick one” principle. You’ll find it works for all kinds of business writing—emails, reports, manuscripts, and more.

The “pick one” principle asks: “Which word better describes what you want to say—the word before or after the and?” Then pick the one that adds more emphasis and accuracy to your meaning.

In Example 1, which word better conveys the meaning—included or provided? In this context, provided can cover the meaning for both—that is, if something is provided, we can assume it’s included. Pick one: provided.

The professor provided a methodology for continuing the effort.

Example 2 has the word and in two places, making the sentence long-winded. For developed and drafted, the more apt word is drafted because something can’t be drafted without being developed first. Pick one: drafted.

“Pick one” also applies to making a single-word substitution. For example, state and local could be changed to government without altering the meaning in this context.

The government leaders drafted numerous statutes.

In Example 3, because appreciate and understand are so close in meaning, using both is like saying it twice. “Pick one” to streamline the writing. For time and place, we could substitute a single word: situation.

We need to understand the factors affecting the situation.

Rule of Thumb in Business Writing

When you reread anything you’ve written, find all the places you’ve used and, then apply the “pick one” principle wherever possible. That way, you won’t dilute the meaning of your message or needlessly weigh down your readers.

Give them a break. Pick one!

better writing coverWant more tips like this to hone your writing skills? You’ll find 18 Days to Become a Better Writer an easy-to-use e-guide. Start your journey today by clicking here. Use code 18DAYS at checkout for a discount.

 

Share examples of “pick one” from your own writing here.

Filed Under: Business Writing Tagged With: better writing, business writing, clear writing, correct writing, nonfction book editing, nonfiction authors, nonfiction book editor

Writing Tips: 5 Techniques to Boost Your Readers’ Comprehension

March 23, 2018 by Barbara McNichol Leave a Comment

by Barbara McNichol

Whether it’s an email, a report, or a chapter in a book, are you sometimes challenged to make your writing easier to follow? What are ways to create a smooth flow that guides your readers?

Give these writing tips a try:

1. Use subheads: When you use subheads throughout your piece, readers can skim your content and quickly discern what’s to follow. Even more, subheads indicate a change of subject and allow readers to find it quickly. Your guide: new subject, new subhead.

2. Convey one idea per paragraph: If you pack a paragraph with more than one idea, it creates difficulty following the meaning. In an email about a talk, for example, you’d use three separate paragraphs: one explaining the subject of the talk, one explaining who the presenter is, and the third showing the date, time, and place of the event. You can also add subheads to distinguish each paragraph.

3. Use bullets points and numbered lists: When you list similar things (such as names, steps, benefits, requirements), you help readers recognize similar content quickly. With lists, you can leave out transitional words that paragraphs command. It helps the understanding when you use the same part of speech (e.g., a verb or a noun) at the beginning of each point. Note: In a list, when the order of the points matters, use numbers; otherwise, use bullets.

4. Vary sentence length: Although short, concise sentences are easy to read, a string short sentences can feel disjointed. Add interest by varying the length of your sentences. My rule of thumb is keeping sentences shorter than 21 words so readers can follow the meaning more easily.

5. Vary sentence structure: Building your sentences in the order of subject-verb-object is simple and clear. But if all your sentences are constructed that way, it might come across as monotonous. Along with varying sentence length, break out of the mold of standard sentence structure.

Practice these simple ways to make your writing easy to follow and enjoy better responses from your readers. Note YOUR favorite writing tips below or email me. 

Filed Under: Business Writing Tagged With: better writing, business writing techniques, nonfction book editing, professional book editing, using bullets, using subheads, wriing techniques, writing for admin professionals, Writing Tips

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