Photo by Prateek Katyal on Unsplash
Leaders and their teams tell us the volume of communication with remote working has jumped. But the quality has slumped.
People are writing more emails, messages and other business documents. They are attending more virtual meetings. And they are feeling more overwhelmed as senders and receivers.
It’s time to hit reset and apply the “less is more” mantra of German-American architect Mies van der Rohe. His iconic, stripped-down style of building design reflected this sage advice.
Business language should champion this bare-bones approach, too. Every written and spoken word should justify its place.
Language is an expensive currency. After all, most professionals spend a third to half their day communicating. What’s your hourly rate? Is your employer getting good value from what you say in writing, meetings and phone calls? You’re not paid by the word. You’re paid (or should be paid) by outcomes.
And it’s worth remembering that having colleagues or clients read your work is a privilege, not a right. No one starts their day hoping to get more emails or other electronic messages. Most people are struggling to get through their “to do” lists and they quickly become allergic to business writing that’s hard to digest.
Apply these “less is more” business writing tips for clearer, outcomes-focused communication
1. Guide your readers through the document
From the moment your reader’s eyeballs land on your document heading or subject line, make it easy for them. Readers need context. From the outset, tell them why they are reading your document and present them logical, sequenced paragraphs and sections. Write action-oriented sub-headings to keep them on the journey. Carefully crafted and succinct paragraph and section transitions encourage collaboration.
2. Make sentences active and clearer
There’s too much passive writing in business for two reasons. Schools and tertiary institutions don’t make active writing a priority. And, unlike previous generations, today’s workplace managers don’t have the skills and/or time to cultivate active writing.
An active sentence makes clear a subject [a person, people or thing], a verb and an object [a person, people or thing]. For example: The government [the subject] is rolling out [verb / action] COVID-19 vaccines to most vulnerable people first [the object].
A quick way to spot a passive sentence is the word “by”. For example: “The COVID-19 vaccines for most vulnerable people are being rolled out first by the government.”
When you compare these examples it is clear the active sentence is shorter, sharper and more action-oriented.
3. Cut redundant words and phrases
Under pressure, most people write like they speak. This means they include extra words and phrases that add no value and slow down the reader.
Technical terminology may be OK for a specific professional audience but unnecessary jargon crosses the line.
Take the time to read your work aloud. You’ll quickly spot prolix along with typos and grammos.
Good writing is good editing.