How to Write Better Than You Currently Do — Part 1.
As a communications consultant, I understand the importance of communicating effectively. Unfortunately, this is a scarce skill among the average graduate. I recently completed a course on Business Writing from the University of Colorado on Coursera. The course instructors exposed common communication errors, especially in business writing. I have compiled learnings gathered from the course in an attempt to make you a better writer.
To start with, what identifies bad writing? Bad writing is any writing that is hard to read and understand. By the laws of opposites, good writing is easy to read and very comprehensive. To become a good writer, one must know the principles of good writing. The principles include:
1. Clarity: Good writing is like a windowpane. This quote from George Orwell was used to teach the entire course. A windowpane is noticed when dirty. When clean, the view is beautiful. This applies when writing. Bad writing is always obvious to point out. On the other hand, good business writing is seamless and effective. Quick tips;
a. Always cut extra words
b. Add bullet points to shorten long paragraphs
c. Always re-read your sentences.
2. Waste No Time: This does not mean you should not spend time while writing. Instead, it means that you should not waste your readers’ time. Go straight to the point. Cut the “bs”. If you give your readers too much to read, you might not be read at all.
3. Don’t Sound Smart; Be Smart: These concepts are different. When a writer writes to sound smart, they fail. This is because complexity detracts you from your goal. Complexity is like a maze on a page, and your readers are not looking to solve mazes. It takes time and effort to read complex writing. A complex sentence is not read but deciphered. Using fancy vocabulary to sound smart does the opposite.
4. Be the authority: Rid your writing of indefinite words and sentences. Everyone wants to hear from someone who is an authority. That is someone who understands the situation and offers well-reasoned and well-presented solutions, analysis, or conclusion. Quick Tips;
a. Always own your ideas
b. Avoid wishy-washy words like should, maybe, could, might, think, and so on
5. Everyone needs an editor: Feedback is essential to success. Every writer gets too close to their writing. Always get someone to help you edit. This person will help you see what you have missed. It is also good to get a mentor willing to help.
6. Write to your purpose: Start with your purpose and it becomes the guiding light for everything that follows. Your purpose is the reason why you’re staring at a blank sheet. It is the message you want to pass. This principle helps with the organisation of your writing; a key feature of good writing.
7. Revision: The result of every good writing is a highly polished and well-structured document. Interestingly, you can only get here by numerous revisions. Revise as you write. By revision, I don’t mean proofreading. Proofreading is but a part of revision. Quick Tips;
a. Edit every sentence,
b. Check to make sure none of your sentences are too long,
c. Hack away at the unessential,
d. Remove generalities and jargon,
e. Check for grammar blunders,
f. Check for repeated words,
g. Get rid of passive voice,
h. Get rid of as many of ‘to be’ or ‘to have’ forms of the verb,
i. Cut as many prepositional phrases,
j. Proofread.
In summary, the basic principles of good writing are clarity, no time-wasting, smart, authority, edited, purposeful, and revision. These seven principles form the building blocks of good writing. The other parts include Grammar and Organisation. One of them will be discussed in the second part. Please follow me so you don't miss it.
