Write For Results

1. How to make your document more readability

The secrets are:

• short sentences (Average length - 17 words)
• simple one and two syllable words

2. Concise Words

2.1 Use Simple Words

2.2 Eliminate Zero Words

Zero Words:

Zero words are words that add nothing–they carry no meaning in a sentence. If you take them out you have lost no meaning.

2.3 Replace Long-Winded Words and Phrases

Long-Winded Words are:

• pompous
• abstract
• vague and general

2.4 Avoid Standard Confusers

Standard confusers are like:

• former—-latter
• and/or
• __/__
• __(__)__

Example of former—-latter

“Remember, it is a matter of comparing apples to oranges. The latter always comes out ahead of the former.”

3. Dynamic Verbs

Dynamic verbs give your writing power to achieve action.

Nouns and other words do not generate action.

Corporate Speak:

Corporate Speak means bureaucratese

To prevent your writing from suffering from “corporate speak” and to write using only dynamic verbs, you need to eliminate nounisms and avoid using weak verbs.

3.1 Eliminate Nounisms

A nounism is a nice verb, hidden within a noun. For example, the word cooperation is noun. Within that noun is a dynamic verb cooperate.

How to eliminate nounisms:

look for words ending in -tion, -ment, -able, -ing.

3.2 Avoid Weak Verbs

Weak and Passive Verbs are:

• be
• are
• appear
• become
• seem
• seems to be
• was
• were

When you write with these weak, passive verbs, you miss an opportunity to add energy and verve to your document.

Question these weak verbs:

• Obtain, conduct, provide
• results in
• itis
• there is, there are
• was or were
• have or has
• do or does
• make

4. Use Upfront Actors

Upfront Actors:

The “actor” precedes the “action”.
For example, if you write, “Grace will fly to Washington today,” Grace is the upfront actor and “flying” is the action.

Absent Actors:

A sentence which contains an absent actor, lacks clarity and accountability regarding who is responsible for the action.

Delayed Actors:

In a sentence with a delayed actor, the action, or verb, precedes the actor.

So:

• Upfront actors give you:
  • the active voice }
  • dynamic verbs Results
  • clear action
• Delayed or absent actors give you:
  • the passive voice }
  • weak verbs Diplomacy
  • vague action

Phases to Avoid

Avoid these phrases as much as possible:

• There is
• There are
• It is

These phrases almost force you to write with absent and delayed actors.

Note:

You can legitimately use absent and delayed actors when you want to write diplomatically and avoid writing too bluntly.

5. Structure

Follow a writing process:

• Gather information
• Categorize content
• Choose a format
• Revise at the end

Use a format:

• Choose persuasive or informative
• State the What before the Why and How
• Put conclusions and main message upfront

5.1 Informative Format

• Introduce subject and context
• State topics 1, 2, 3
• Give details
  • Topic 1
  • Topic 2
  • Topic 3
• Summarize topics 1, 2, 3
• Propose next steps

5.2 Persuasive Format

• State main message – the present
  • Introduce topic and state message
• Give background – the past
  • Explain what led to the message
• Expand message – the future
  • Describe future impact and benefits to reader
• End quickly – the future
  • Include next steps: who does what by when

6. Key Questions to Establish Tone

Who is my one reader?

• Supervisor? Peer? Direct report?
• Internal or external?
• Creative or conventional?

What is my reader’s communication style?

• Details vs. bottom line
• Tasks vs. relationship

What is my purpose?

• Positive message?
  • Use dynamic verbs, upfront actors
• Negative message?
  • Use weak verbs; absent and delayed actors

Will the tone undermine or help the communication?

7. Design and Tone – Summary

Design reader-friendly sentences and paragraphs

• Use white space and bullets
• Get specific and descriptive with headings
• Keep paragraphs short - 5-7 sentences

Consider your reader and purpose

• Your reader: peer, superior, internal or external?
• Your purpose: positive or negative document?
  • Direct vs. indirect approach

Enhance tone

• Write to one reader
• Use personal pronouns
  • Two “yous” for every one “I” ▪ Vary sentence lengths