MONTHLY WORDS OF WISDOM 

 JANUARY 2000

EFFECTIVE WRITING 

Writing is a chore for many people.  It does not come easily, yet we know that upper management's view, and sometimes the public's view, of us is often only through what they read of our writing.  This is true regardless of whether the message is transmitted by letter, FAX, or E-mail. 

Managers spend a great deal of their time, some say a majority of their time, on reading and writing.  They often comment that they wish others were better writers.  The following points on effective writing may help.   

1.     Know what you want to accomplish by writing.  If your purpose is not clear, your writing will be difficult for you and your readers.

2.     Make every word count.  Do not use unnecessary words.  Review your drafts and see if words can be eliminated.

3.     Come to the point as soon as possible and avoid boilerplate. 

4.     Use short sentences and simple words. 

5.     Eliminate redundant expressions, roundabout phrases, and rhetorical considerations. 

6.     Eliminate information the reader already knows. 

7.     Explain or define unfamiliar terms. 

8.     Tie thoughts together sentence to sentence and paragraph to paragraph. 

9.     Be sincere by personalizing your writing, asking direct questions, and establishing the right tone. 

10. When you have made your point, stop.

The above points on writing come from the "Green" workbook used in our Effective Writing and Effective Communication seminars.  If there are comments, please call us at 615-367-1717 or Paul@SaundersSystems.com.